Fund Manager Tools Monthly Reconciliation PowerPoint Presentation

Fund Manager Tools Monthly Reconciliation PowerPoint Presentation

2018-03-15 40K 40 0 0

Description

Recharge Billing . UCLA Department of Medicine Office of Research Administration. Types of Logins. Login. QDB. AIS. Medicine Administration . AKA AD login. UCLA Logon. ID: 652439

Embed code:

Download this presentation



DownloadNote - The PPT/PDF document "Fund Manager Tools Monthly Reconciliatio..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.

Presentations text content in Fund Manager Tools Monthly Reconciliation

Slide1

Fund Manager ToolsMonthly ReconciliationRecharge Billing

UCLA Department of Medicine Office of Research Administration

Slide2

Types of LoginsLoginQDB

AIS

Medicine Administration

AKA AD login

UCLA Logon

Sample Format

MECYR: 1st 2 digits Dept. ME for Medicine. Last 3 digits = initials.MECYR: Same as QDB. But password may be different!Crujanuruks: email address before “@mednet”. Usually first initial + last name.Created by you. Now requires DUO as secondary authentication

UCLA Department of Medicine Office of Research Administration

Slide3

School of Medicine FPM/QDBUCLA Department of Medicine Office of Research Administration

Slide4

SOM Financial Projection ModuleAccess: QDB login and password + CAO email to

Dominick Owens. Must have PPDDBINQ access granted by DSA prior to request to Dominick.

How do I access it?

Dean’s Office Application Dashboard icon installed on your desktop

What do I use it for?

Enter projected staff salary and non-salary expenses to appear in SOM QDB financial statementsUpdated benefit rates to accurately project future payroll expense

Add Closing To-Appear projections for Close Out PacketView Chart of Accounts for your divisionAssign Internal PI Name & Fund ManagerAdd comments & fund “short names” for the Summary By Sub financial reportsMSOs use to enter Faculty Worksheet dataUCLA Department of Medicine Office of Research Administration

Slide5

SOM Financial Projection ModuleUCLA Department of Medicine Office of Research Administration

Slide6

School of Medicine (SOM) QDBAccess: QDB login and password + DSA granting accessHow do I access it?

In Excel, under

Add-ins,

Dean’s Office Programs or QDB/GLPPP FPM Ad Hoc

Reporting (if you don’t see, go to Dean’s Office Programs website

and/or contact your IT)What do I use it for

?In conjunction with FPM, SOM QDB is used to produce monthly financial statementsUsed to create Closing Packet to close all contract and grant fundsUse to search & sort data quicklyUCLA Department of Medicine Office of Research Administration

Slide7

School of Medicine QDBUCLA Department of Medicine Office of Research Administration

Slide8

SOM Fiscal Reporting ApplicationUCLA Department of Medicine Office of Research Administration

Slide9

SOM Financial Reporting ApplicationAccess: QDB login and password + DSA granting access

How do I access it

? – 2 options:

Dean’s Office Application Dashboard icon installed on your

desktop – NO LONGER SUPPORTED

QDB/FPM under General Ledger Custom ReportsWhat do I use it for?

Monthly Overdraft ReportList of all Account/Funds in your Division you are responsible for (current or historical)UCLA Department of Medicine Office of Research Administration

Slide10

SOM Fiscal Reporting Application – QDB/FPMUCLA Department of Medicine Office of Research Administration

Slide11

SOM Fiscal Reporting Application – Dean’s Office Dashboard (no longer supported)UCLA Department of Medicine Office of Research Administration

Slide12

Online Financial System Reports (OFSR)UCLA Financial Web Reports

UCLA Department of Medicine Office of Research Administration

Slide13

UCLA Financial Web ReportsAccess: UCLA login and

password + DSA granting access

Otherwise known as campus QDB

How do I access it?

Corporate Financial Services’

Website – FS ApplicationsWhat do I use it for?

Reports: Fund Balances, Account Summary, Detail General Ledger, Recharge Activity & ID, Open Commitment, Consolidated Gift Fund, Table of Funds, Table of Accounts, Sub-Object Code Listing, Consolitdated Gift Fund Management…Actions: Npear, TOFs, RechargesPost Authorization Notification (PANs) & Web DocumentDirectUCLA Department of Medicine Office of Research Administration

Slide14

UCLA Financial Web ReportsUCLA Department of Medicine Office of Research Administration

Slide15

Post-Award Management System (PAMS)UCLA Department of Medicine Office of Research Administration

Slide16

PAMSAccess: UCLA login and

password +

New User Form

submitted by Authorized Department Administrator

How do I access it?

EFM’s Website or ORA Portal

What do I use it for?Now: Review your financial responsibilities & when reports are dueUpload closeout packetsFuture: Use as a full reconciliation toolUCLA Department of Medicine Office of Research Administration

Slide17

PAMS

UCLA Department of Medicine Office of Research Administration

Slide18

DocumentDirectUCLA Department of Medicine Office of Research Administration

Slide19

DocumentDirectAccess: UCLA login and

password + DSA granting access

How do I access it

? – 2 options

Payroll Website under

Web ApplicationsUCLA Financial Web Reports under Applications –

Web DocumentDirectWhat do I use it for?View & print official document of record for all University reports such asGeneral Ledgers (FS100)Payroll Ledgers (PPP5302)UCLA Department of Medicine Office of Research Administration

Slide20

OASISUCLA Department of Medicine Office of Research Administration

Slide21

OASIS Access: AIS login and

password + DSA granting access

How do I access it

? – 2 options

Connection Central icon on Desktop. If you don’t see there, call IT to install

What do I use it for?

Older more cumbersome way to look up EDB & Purchase Order information.Only way to look up some fund/FAU information.UCLA Department of Medicine Office of Research Administration

Slide22

OASISFS00 – Financial systemsUsed mostly by Central Offices (Accounting, EFM, etc.) for ACTIONUsed by Departments to VIEW

Status of fund # or FAUs – i.e. closed, open,

etc

Look up recharge IDs, F&A rate, Acct title, managing investigator,

etcTables: AC, AF, FN, RC

AP00 – Purchasing and AccountsReplaced by

BruinBuyPPP – Personnel/Payroll SystemReplaced by Web EDB (see next section)UCLA Department of Medicine Office of Research Administration

Slide23

OASISUCLA Department of Medicine Office of Research Administration

Slide24

Payroll onlyWeb Employee Database (EDB)

UCLA Department of Medicine Office of Research Administration

Slide25

Web EDBAccess: UCLA login and password - Requires EDB access via

DSA with CAO approval

How

do I access it?

Payroll Website under Web

ApplicationsWhat

do I use it for?Similar data as OASIS PPP application but more user friendlyLook up UIDTitle & Title CodePay RateUCLA Department of Medicine Office of Research Administration

Slide26

Web EDB

UCLA Department of Medicine Office of Research Administration

Slide27

(ORA Portal)ORA Online Resource CenterUCLA Department of Medicine Office of Research Administration

Slide28

ORA Online Resource Center(ORA Portal)Access: UCLA l

ogin

+ Request access through the

portal (see “Get Help”)

How do I access it

?Via web: http://

portal.research.ucla.edu What do I use it for?Awards, Proposals, IRB & ARC and ERS statisticsAward Status & SnapshotsInvestigator Directory SearchFund Expiration – Expired & UpcomingSubmission of Smart Closeout Package to EFM (now use

PAMS

)

NIH

Salary Cap Exceptions Report

Links to other UCLA C&G related forms and information

UCLA Department of Medicine Office of Research Administration

Slide29

NIH Salary Cap Exception ReportAccess: ORA Portal – Compliance – Salary Cap Overpayment/Disallowance Report

Use your UCLA

Logon & Password

Run report:

QuarterlyBy Department FS

Code or PI Fund NumberReport will show original amount paid over the cap AND any corrections

Make sure the Debits and Credits zero outAbility to export to ExcelUCLA Department of Medicine Office of Research Administration

Slide30

ORA Online Resource Center (ORA Portal)UCLA Department of Medicine Office of Research Administration

Slide31

PI PortalUCLA Department of Medicine Office of Research Administration

Slide32

PI PortalAccess: UCLA login + PI MUST

grant access to the Fund Manager

(via the Settings menu)

How do I access it?Via web:

https://piportal.research.ucla.edu/piportal/

What do I use it for?View what the PI seesGenerally the FM will use FPM/QDB, or other tools, instead of PI PortalView Burn Rate for expenditures vs. time lapsedView linked account balances & expendituresView linked account Payroll detailsUCLA Department of Medicine Office of Research Administration

Slide33

PI PortalUCLA Department of Medicine Office of Research Administration

Slide34

PI Portal – Burn RateUCLA Department of Medicine Office of Research Administration

Slide35

PI Portal – Fund DetailUCLA Department of Medicine Office of Research Administration

Slide36

Fund Manager Tools Monthly ReconciliationRecharge Billing

UCLA Department of Medicine Office of Research Administration

Slide37

Why do we need to reconcile?NIH policy requires it: see Grants Policy Statement on financial management standards (section IIA, page 98).Allows you to create accurate financial statements

so PIs can make informed decisions about their research.

Protect

yourself, the PI, the

Dept & University from audit disallowances

.Before you start, read Sponsor guidelines and review approved budget

to gain an understanding what is allowable and unallowable.No single “right” way to reconcile…but there are plenty of wrong ways! UCLA Department of Medicine Office of Research Administration

Slide38

How often should we reconcile?MONTHLY!Why?To ensure current, accurate financial data is provided to our PI’s

Avoid over or under spending of funds

Timely

cost transfers/change orders/X-outs = PI has time to spend $ on other project related expenses, instead if sending $ back to agency.

If cost transfers are processed in a timely manner (i.e. w/i

120 days): you do not need exceptional approval from EFM.

UCLA Department of Medicine Office of Research Administration

Slide39

TOOL – FS0100 Ledger and/or FPM/QDB Summary by Sub/Object & Closed ReportsUCLA Department of Medicine Office of Research Administration

Slide40

Step #1 – Review Object Codes: FS0100 Sub-Object Summary/Summary-By Sub Object (QDB)

Tool - FS0100 Detail General Ledger, Expenditures: Sub-Object Summary

Are all Object Codes allowable & applicable on this grant?

UCLA Department of Medicine Office of Research Administration

Slide41

Step #2 – Review Non-Payroll Expense:Current Month Transactions (FS0100) or Closed (QDB)Are all expenses allowable & applicable to this grant according to agency policy & approved

budget

Pay close attention to Recharge entries, as Recharge IDs can become blank checks if appropriate controls are not in place.

UCLA Department of Medicine Office of Research Administration

Slide42

Step #3 – Review Payroll:Payroll Ledger (PPP5302)/PPP Employee Sum by Org (QDB)

Are all individuals actually working on the grant?

Is the percent

salary

appropriate according to actual effort worked & budgeted?If NIH, are all pay rates at or below the cap

?Are benefits in FPM projecting accurately?

UCLA Department of Medicine Office of Research Administration

Slide43

TOOL – SOM QDB/FPMUCLA Department of Medicine Office of Research Administration

Slide44

Step #4 – Review Remaining/Open Encumbrances (QDB):Are all encumbrances valid, or does the PO need to be X’ed out?

UCLA Department of Medicine Office of Research Administration

Slide45

Step #5 – Run Warnings & Unallowable Object Code Report (QDB)Use this tool as a double check to your reconciliation of the Sub-Object Summary ledger.If allowable, be prepared to provide additional justification & documentation to support

allowability

.

UCLA Department of Medicine Office of Research Administration

Slide46

Step #6 – Review Linked Accounts (QDB Summary of Funds)Are any linked account in overdraft?Are funds being spent according to budget, agency policies, and how your PI intended?

UCLA Department of Medicine Office of Research Administration

Slide47

Step #7 – Run F&A Reconciliation Link Report (QDB)Is there a VARIANCE listed at the bottom of the report?If the Variance is POSITIVE, the fund was not charged enough 9H, and needs to be debited.

If the variance is NEGATIVE, the fund was charged too much 9H, and is due a credit.

EFM will have to JOURNAL the VARIANCE in order to debit/credit the 9H pool.

UCLA Department of Medicine Office of Research Administration

Slide48

Step #8 – Check for 9H Adjustment Needed on Summary-By-Sub Report (QDB)Run the report using the FULL ACCOUNTING UNIT (FAU). You will not get correct results if you enter an “*” in the Account or Cost Center.Is there an amount other than zero listed under 9H TOF

Adj

needed?

Understand WHY before processing TOF. Examples:

Was unbudgeted equipment, GSR fees, patient care purchased?Did subawards

get object coded correctly to reflect 9H on first $25K?

UCLA Department of Medicine Office of Research Administration

Slide49

TOOL – ORA PortalUCLA Department of Medicine Office of Research Administration

Slide50

Step #9 – Run Salary Cap Report (for applicable funds)Choose your Dept

, Salary Cap amount & time period (within 1 year max), and the report will find any salary rates paid above the Cap amount chosen for funds that are flagged in the FS system as having a Salary Cap.

UCLA Department of Medicine Office of Research Administration

Slide51

TOOL – PI PortalUCLA Department of Medicine Office of Research Administration

Slide52

Step #10 – Review Payroll on Linked AccountsYou will only be able to view the name of the individual paid & the total salary charged. You will not be able to view pay rates or percent paid.Are all individuals actually working on the grant?

UCLA Department of Medicine Office of Research Administration

Slide53

TOOL – PI KnowledgeCreating monthly financial statements, meeting with your PI & providing the reports is one of the most important tools we can use to help us reconcile the expenses! The PI has the best knowledge available to determine if expenses benefitted the grant charged or not.

UCLA Department of Medicine Office of Research Administration

Slide54

Step #11 – Action on FindingsNon-Salary Unallowables: Process Npears

to move expense to appropriate FAU, or change Sub or Object Code as necessary.

Salary

Unallowables

: Update EDB, process necessary UPAYs and/or Rx/Lx’s

.Open Encumbrances: Close invalid POs via BruinBuy

, Purchasing & Accounting to release the money back into the FAU.Rerun financial statements to reflect changes and new projections.UCLA Department of Medicine Office of Research Administration

Slide55

Fund Manager ToolsMonthly ReconciliationRecharge Billing Statements

UCLA Department of Medicine Office of Research Administration

Slide56

OFSR Recharge Activity ReportAccess: OFSR – Detail – Recharge Activity ReportView all Recharge activity for a particular FAU, and a particular time frameClick on the Trans No hyperlink to view additional data

FAU receiving the Credit

Recharge description, Preparer Name & phone number

UCLA Department of Medicine Office of Research Administration

Slide57

CTS Billing StatementAccess the monthly telephone bill by division.Requires AIS Access Form submitted by MSOEach month the bill should be reconciled by someone in your division

Personal calls should be

reimbursed

UCLA Department of Medicine Office of Research Administration

Slide58

Mail & Document ServicesBilling statement by FS code or Recharge ID for the following:

Document Services

Bulk Mail

Incoming Mail Charges

Messenger Service Activity

Outgoing Mail ActivityCampus Mail Stop Charges

Stamp Sales ActivityBruinPost Email ActivityDistribution Services Activity (aka Storehouse)Compressed gases purchase and cylinder demurrageUPS & Federal Express chargesChemicals & Compounds (Alcohol)UCLA Department of Medicine Office of Research Administration

Slide59

Facilities Billing StatementAccess granted via Facilities website – click on the New User Request linkView Facilities charges by FS CodeSearch by Job Number

Under Transactions link you can view FSR to see full detail of work done and requester name

.

UCLA Department of Medicine Office of Research Administration

Slide60

Chemistry DepartmentView billing statement by month by PI NameAllows you to see the requester name and detailed information of expense.

UCLA Department of Medicine Office of Research Administration

Slide61

DNA Sequencing ServicesAccess requires PI user name and password.Either contact your PI for user name and password, or contact Jeanette Papp

UCLA Department of Medicine Office of Research Administration

Slide62

Biological ChemistryImaging FacilityMass SpectrometryFluorescent MicroscopeMolecular Visualization Lab

Media Kitchen

Consignment

Stockroom

UCLA Department of Medicine Office of Research Administration

Slide63

All Dean’s Office Programs & User Manualshttp://finance.dgsom.ucla.edu/pages/applications

UCLA Financial Web Reports

https://

fswj.ais.ucla.edu/menu/faces/main.xhtml

ORA Online Resource Center (ORA Portal)http://portal.research.ucla.edu/index.aspx?Section=PostAwardPI Portalhttps://orisapps.research.ucla.edu/PIPortal/SearchPI.aspx

UCLA Department of Medicine Office of Research Administration

Links

from Today’s Class

Fund Manager Tools

Slide64

UCLA Department of Medicine Office of Research AdministrationSurvey Linkhttp://goo.gl/forms/C3gdjsL5y1

We appreciate if you would take a few moments to complete a short 5 question

anonymous survey

to help us improve your training experience. Thank you!

Slide65


About DocSlides
DocSlides allows users to easily upload and share presentations, PDF documents, and images.Share your documents with the world , watch,share and upload any time you want. How can you benefit from using DocSlides? DocSlides consists documents from individuals and organizations on topics ranging from technology and business to travel, health, and education. Find and search for what interests you, and learn from people and more. You can also download DocSlides to read or reference later.