Administrative Training Restricted Funds Division Controller0 ...

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file time: 2008-02-16

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Administrative Training 
Restricted Funds Division 
Controller00 Office 
                             Columbia University 
         
 
 
  
      v0505

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Training Agenda 

Terminology FAS Account Structure Indirect Costs Allowable vs. Unallowable Costs Charging Administrative Salaries & Expenses Monitoring Grants & Contracts Financial Reporting Closing Restricted Funds Accounts  

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Training Agenda

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Terminology 

Restricted Funds  Sponsored Projects Government & Non-Government Grants & Contracts Reportable Gifts

 

      different terms used to describe the same thing 
 

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Terminology

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Definition of Restricted Funds 

Funds restricted or earmarked by donor for 
  specific purposes   Funding purpose may  range from broad to narrow Pediatric AIDS Research Hubble Space Telescope: Imaging of Ultraviolet: 
   Bright Stars in the Galactic Bulge  

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Definition of  Restricted Funds

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Funding Sources 

Funds may  be governmental Federal State City  Funds may be private Foundation Voluntary Health Organization Philanthropic Organization  

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Funding Sources

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Funding Agency Reporting 

Financial Status Report (s) Technical/Program  Report(s) Property  Reports(s) Patent  Report(s)   

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Funding Agency Reporting

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Funding Types 

Funds may be in the form of a    Grant Contract Cooperative Agreement  
 
 

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Funding Types

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
FAS Account Structure 

FAS Account Structure 

5-20000 thru 5-39999 Government PRIME Accounts 5-60000 thru 5-69999 Government SCOPE Accounts 6-40000 thru 6-41999 & )    Non-Government                                                        
  7-78100 thru 7-78999     )     PRIME Accounts 6-50000 thru 6-59999 & )     Non-Government 
  7-88200 thru 7-88999      )     SCOPE Accounts   
 

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Administrative Training 
Restricted Funds Division 
FAS Account Structure(continued) 

FAS Account Structure (continued) 

7-79000 thru 7-79999 Clinical Trials PRIME Accounts 7-88000 thru 7-88199 Clinical Trials SCOPE Accounts  
 
 
 
 

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Administrative Training 
Restricted Funds Division 
Indirect Cost Recovery 

Costs which are necessary to support research and other 
   sponsored projects, but which cannot be precisely   
   assigned to individual projects Also referred to as:  Indirect Cost Allowance (ICA) Facilities and Administration (F&A) Overhead  

Indirect Cost Recovery (ICR)

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Indirect Cost Recovery(continued) 

ICR represents reimbursement  for the support costs 
  associated with: Facilities (utility costs, maintenance, security, etc.) University and department libraries   Departmental (academic) administration   General (central) administration  

Indirect Cost Recovery (continued)

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Indirect Cost Recovery(continued) 

  ICR is the  00verhead00recovery rate negotiated 
    by the University and the Federal government   ICR is 00nrestricted00funds   Columbia00 current on campus, research, ICR rate 
    is 61%   Rates are almost always less for: Non-federal Government  sponsored projects Non-research grants Research conducted 00ff00campus   

Indirect Cost Recovery (continued)

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Allowable Costs 

  Charge directly impacts purpose of grant or contract   Charge is quantifiable   Charge is reasonable and consistent with 00ike00charges   Charge is not specifically disallowed by Federal 
    regulations (OMB A-21) or specific terms of the  
    grant or contract   

Allowable Costs

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Allowable Costs-General Rules 

Allowable Costs - General rules

Costs must be related to the project charged   Costs must be reasonable - prudent person test   Costs related to multiple projects allocated:   on proportional benefit, where possible   on any reasonable basis, where necessary   Costs may not be assigned based on fund availability,  
    award  expiration date or other inappropriate criteria  

Office of the Treasurer & Controller

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Allowable Costs-General Rules 

  Charges may not exceed project award   Limit charges within budget period to 115%   Pre-award costs, where permitted, limited to 90 days   Spending limits apply to total award, not necessarily  
    individual FAS accounts   Unexpended funds may often be carried forward   
 

Allowable Costs - General Rules (continued) 
 

When in doubt, check with your administrator, the Grants & Contracts Office, or Controller00 Office (Restricted Funds) 

Office of the Treasurer & Controller

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Unallowable Costs 

  May never be charged to Federal grants and contracts   Generally not to be charged to Non-federal projects   When  incurred in accordance with institutional 
    policy and properly authorized, may be charged to 
    other FAS accounts using 00nallowable00nbsp;
    sub code(s). (8500-8700 sub code range)    Refer to Policy Statement #92-1  
 

Unallowable Costs

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Clerical and Administrative Salaries 

In general, clerical and administrative salaries may only

be charged to Federal  projects when:

  Explicitly  budgeted on a particular  project   Individual whose salary is charged is specifically  
   identified with the project   Refer to Policy  Statement #92-3 for guidance  

Clerical and Administrative Salaries

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Other Administrative Expenses 

In general, other administrative expenses such as office 
supplies, postage, and memberships may only be charged 
to Federal projects when:

  Such costs relate specifically to the technical substance 
   of the project   Nature of the work requires an unusually high level 
   of  such costs   Refer to Policy Statement #92-4 for guidance  

Other administrative expenses

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Monitoring Grants and Contracts 

  Creation of Account-Important Documents

      Notice of Grant Award (NGA)

       Sponsored Project  Budget Authorization  (SPBA)

       Financial Accounting System Statement (FAS)

  Ongoing Review of FAS statements   Interim and Final Reconciliation for Financial Reporting   PI Responsibilities      

Monitoring Grants and Contracts

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Ongoing Review of FAS Statements 

Transaction records must be maintained by the department 
and reconciled MONTHLY to FAS.  Records include:

  Purchase Orders (commitments/encumbrances)   Invoices approved for payment   Check Requests   Journal Entries   Salary Action Forms (SAF)   Payroll Account Transfers (PAT)   Interdepartmental Invoices (IDI)  

Ongoing review of  FAS statements

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Ongoing Review of FAS Statements(continued) 

  Authorized transactions which do not appear on FAS 
    should  be followed up with appropriate office   Incorrect or inappropriate transactions which appear on  
   FAS should be followed up with appropriate office   If you need assistance in determining the source of any 
   charge, contact Restricted Funds  

Ongoing review of FAS statements (continued)

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Ongoing Review of FAS Statements(continued) 

  Immediately notify Restricted Funds, Grants &  
   Contracts or Internal Audit if you suspect fraud.   Initial and date FAS statements to indicate completion 
   of reconciliation.  Reconciliation should be reviewed 
   and approved by Principal Investigator periodically.  

Ongoing review of FAS statements (continued)

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
A Sample Reconciliation Format 
 

Balance per department

records as of Date      $$$$$ 

Transaction on department   (-)  $ Amount        Reason

records, not on FAS             (-)  $ Amount        Reason  

Transaction on FAS, not      (+) $ Amount        Reason

on department records          (+) $ Amount        Reason 

Balance per FAS                         $$$$

as of Date 

A Sample Reconciliation Format

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Columbia Policy on PI Responsibilities 

Principal Investigators are required to exercise oversight of the financial transactions and financial status of each grant and contract sufficient to ensure that charges are:

  reasonable and necessary   allowable under the terms & conditions of the award   properly allocated to & among the multiple awards and   
   funding sources   limited to the funds awarded for the project  

Columbia Policy on PI Responsibilities 
 
 

Policy Statement 92-5

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Financial Reporting 

     Grants: 
  Many agencies require annual financial reports ( FSR)

 Annual reconciliation is required

 Financial reports are prepared by Restricted Funds 

Contracts:

      Most agencies require monthly vouchers/invoices 

 Vouchers/invoices are prepared by Restricted Funds 

 
 
 

Financial Reporting

 
 
 
 
 

Administrative Training 
Restricted Funds Division 
Closing Restricted Funds Accounts 

  Journal entries and budget adjustments   Overdraft clearance   Commitment cancellation   Deleting accounts from FAS  
 

Closing Restricted Funds Accounts

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