REMINDERS: Award Setup & Modification Requests
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REMINDERS: Award Setup Modification Requests Read Comments History before you contact OSPGCA MODs: Include links to SAGE Budget Snapshot URLs How to Make a SAGE Budget Snapshot Change SAGE Budget Worksheet name from Primary Worksheet
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01
REMINDERS:
Award Setup & Modification Requests Read Comments & History before you contact OSP/GCA
MODs: Include links to SAGE Budget Snapshot URLs
How to Make a SAGE Budget Snapshot
Change SAGE Budget Worksheet name from “Primary Worksheet” to something meaningful before submitting
Job Aid: Difference Between Award Budget and Sponsor Award
Need to change a Grant Name in WD?
Send GCA Only MOD
Weekly SAGE Office Hours: Schedule
New reporting tools: PI Dashboard, Grant Planning & Forecasting, Post Award Dashboard
Tips for Success: Award Setup & Modifications Requests in SAGE<br>
Award Setup & Modification Requests Read Comments & History before you contact OSP/GCA
MODs: Include links to SAGE Budget Snapshot URLs
How to Make a SAGE Budget Snapshot
Change SAGE Budget Worksheet name from “Primary Worksheet” to something meaningful before submitting
Job Aid: Difference Between Award Budget and Sponsor Award
Need to change a Grant Name in WD?
Send GCA Only MOD
Weekly SAGE Office Hours: Schedule
New reporting tools: PI Dashboard, Grant Planning & Forecasting, Post Award Dashboard
Tips for Success: Award Setup & Modifications Requests in SAGE<br>
02
Year-end Close Overview MRAM
May 2024
Erick Winger
Controller’s Office: Finance, Planning & Budgeting<br>
May 2024
Erick Winger
Controller’s Office: Finance, Planning & Budgeting<br>
03
What's Different to Month-end Close? The FY24 close calendar will be a 16-business day process. This is 6 more days than the month-end close calendar.
Differences:
Day 6 Activities Move to Day 9
Day 10 Activities Move to Day 16
Impact to Academy
Once payroll posts, provides more business days to review; can make needed revisions using manual or reclass journals before operational accounting closes. MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
Differences:
Day 6 Activities Move to Day 9
Day 10 Activities Move to Day 16
Impact to Academy
Once payroll posts, provides more business days to review; can make needed revisions using manual or reclass journals before operational accounting closes. MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
04
What's the Same to Month-end Close? Day minus 1 through Day 5
ISD for the period must post by Sun, June 30th at midnight.
Accounting Adjustments must be approved by Sun, June 30th at 2pm.
Receiving must be completed by Sun, June 30th at midnight.
Customer invoices must be approved by Mon, July 1st at 2pm.
FY24 cash deposits must be claimed by Mon, July 1st at 2pm.
Impact to Academy
Minimizes changes so you know what to expect. It's important to meet timelines to ensure transactions are recorded in the correct period. MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
ISD for the period must post by Sun, June 30th at midnight.
Accounting Adjustments must be approved by Sun, June 30th at 2pm.
Receiving must be completed by Sun, June 30th at midnight.
Customer invoices must be approved by Mon, July 1st at 2pm.
FY24 cash deposits must be claimed by Mon, July 1st at 2pm.
Impact to Academy
Minimizes changes so you know what to expect. It's important to meet timelines to ensure transactions are recorded in the correct period. MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
05
Year-end Close Timeline MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
06
Year-end Close Timeline (cont.) MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
07
Year-end Close Timeline (cont.) MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
08
Year-end Close Timeline (cont.) MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
09
Year-end Close Discussions: May Schedule MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
10
Resources Financial Reporting Year-End Close webpage: https://finance.uw.edu/fr/year-end-close
Procurement Year-end Close webpage: https://finance.uw.edu/ps/tools-for-reconciling/fiscal-year-end
Banking & Accounting Operations: https://finance.uw.edu/bao
Annual Surveys: https://finance.uw.edu/fr/year-end-close/annual-surveys MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
Procurement Year-end Close webpage: https://finance.uw.edu/ps/tools-for-reconciling/fiscal-year-end
Banking & Accounting Operations: https://finance.uw.edu/bao
Annual Surveys: https://finance.uw.edu/fr/year-end-close/annual-surveys MRAM – Erick Winger – Controller’s Office: Finance, Planning & Budgeting<br>
11
GCA UPDATE MRAM
May 9, 2024
Vincent Gonzalez, Associate Director
Grant & Contract Accounting<br>
May 9, 2024
Vincent Gonzalez, Associate Director
Grant & Contract Accounting<br>
12
AGENDA Fiscal Year End Updates
New Reports
Web Updates
Process Changes
Updates on Known Issues
Reminders MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
New Reports
Web Updates
Process Changes
Updates on Known Issues
Reminders MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
13
FISCAL YEAR END (FY24) UPDATES One day delay in June accounting month close
One day delay in automated cost reimbursable invoices
Submit your UW Connect Cash Remittance Request Form as early as possible
Cash must be deposited at the bank on or before Friday, June 28, to be considered FY24
Visit Procurement Services Fiscal Year End Close webpage for additional information MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
One day delay in automated cost reimbursable invoices
Submit your UW Connect Cash Remittance Request Form as early as possible
Cash must be deposited at the bank on or before Friday, June 28, to be considered FY24
Visit Procurement Services Fiscal Year End Close webpage for additional information MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
14
NEW REPORTS Workday Variable Reporting Period Budget Summary (BI Portal)
Workday Variable Reporting Period Transaction Summary (BI Portal)
Similar to pre-Workday BI Portal reports
Allows the user to enter a defined period to more easily isolate expenditures MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
Workday Variable Reporting Period Transaction Summary (BI Portal)
Similar to pre-Workday BI Portal reports
Allows the user to enter a defined period to more easily isolate expenditures MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
15
WEB UPDATES Backlog and Workflow Tracking webpage has Tableau visualizations that show aging and a link that allow users to filter the data
New Troubleshooting Workday Issues webpage
GCA will add it to when issues are solved and permanent process changes are put in place
Award Portal Search by eGC1 Number
Recent updates are available on Award Portal homepage MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
New Troubleshooting Workday Issues webpage
GCA will add it to when issues are solved and permanent process changes are put in place
Award Portal Search by eGC1 Number
Recent updates are available on Award Portal homepage MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
16
PROCESS CHANGES Temporary Process to Change Cost Center, Assignee and Program Worktags
This process is effective now through May 31
Normal process (requests via a GCA Only SAGE Modification) resumes June 3
Request Process:
One (1) Worktag change – GCA Only SAGE Modification
1 – 39 Worktag Changes – Fill out Grant Worktag Update Template and send an email to GCA Help
40+ Worktag Changes - Fill Out Grant Worktag Update Template and send a UW Connect Ticket – General Finance Help Request MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
This process is effective now through May 31
Normal process (requests via a GCA Only SAGE Modification) resumes June 3
Request Process:
One (1) Worktag change – GCA Only SAGE Modification
1 – 39 Worktag Changes – Fill out Grant Worktag Update Template and send an email to GCA Help
40+ Worktag Changes - Fill Out Grant Worktag Update Template and send a UW Connect Ticket – General Finance Help Request MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
17
PROCESS CHANGES GCA will no longer upload copies of financial reports and invoices to Workday award tasks
Copies of financial reports and invoices will continue to be available in Award Portal MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
Copies of financial reports and invoices will continue to be available in Award Portal MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
18
UPDATES ON KNOWN ISSUES Resolved: Sponsor invoices with expenses in two companies
Resolved: GCA resumes fringe benefit transfers
Visit the GCA Known Issues webpage for updates MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
Resolved: GCA resumes fringe benefit transfers
Visit the GCA Known Issues webpage for updates MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
19
REMINDERS Please include the SAGE Budget Snapshot link on SAGE Modifications
Includes all the information GCA needs, including F&A and APL PDC information related to subawards, which lives on the summary page
GCA will no longer accept only the Excel download
How to Include Your SAGE Budget Snapshot on a SAGE Modification Request MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
Includes all the information GCA needs, including F&A and APL PDC information related to subawards, which lives on the summary page
GCA will no longer accept only the Excel download
How to Include Your SAGE Budget Snapshot on a SAGE Modification Request MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
20
QUESTIONS Questions can be sent to gcahelp@uw.edu MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
21
SAVE THE DATE: SPRING GCA FORUM Spring 2024 GCA Forum will be May 30 from 11:00-12:00
Email with Zoom link will be sent one week prior
Materials from previous GCA Forums are available on GCA Forum webpage MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
Email with Zoom link will be sent one week prior
Materials from previous GCA Forums are available on GCA Forum webpage MRAM – Vincent Gonzalez – Grant & Contract Accounting<br>
22
Subaward Update May 7, 2024 MRAM
Amanda Snyder
Office of Sponsored Programs<br>
Amanda Snyder
Office of Sponsored Programs<br>
23
Where we are… OSP has 852 subaward actions in our office
typical high is ~350
Volume page updated based on MRAM feedback
more transparency & detail into subaward volume
Two subaward administrator positions in the interview process
One temporary position started 5/1
3 Contracts Team members continue to support the Subawards Team<br>
typical high is ~350
Volume page updated based on MRAM feedback
more transparency & detail into subaward volume
Two subaward administrator positions in the interview process
One temporary position started 5/1
3 Contracts Team members continue to support the Subawards Team<br>
24
Reminders & Updates Advances do not help you get a subaward setup sooner
If a pending ASR or MOD is urgent because of an outgoing subaward, escalate via GCA Urgent Requests process
SAGE Subaward Request should not be submitted until the related ASR or MOD has been Processed
Review SAGE Subaward Requests for Accuracy
Include GR# for subaward and ASR or MOD number related to the subaward in “Special Terms or Instructions For OSP” field<br>
If a pending ASR or MOD is urgent because of an outgoing subaward, escalate via GCA Urgent Requests process
SAGE Subaward Request should not be submitted until the related ASR or MOD has been Processed
Review SAGE Subaward Requests for Accuracy
Include GR# for subaward and ASR or MOD number related to the subaward in “Special Terms or Instructions For OSP” field<br>
25
Reminders & Updates First in - first out? Not right now…
Subaward Escalation process updated
Follow steps outlined
Please do not reach out to osp subaward inbox
Assurance requests
For use when subrecipient is performing at risk or cannot work on project
Continue to be high volume
Working through in the order they arrive<br>
Subaward Escalation process updated
Follow steps outlined
Please do not reach out to osp subaward inbox
Assurance requests
For use when subrecipient is performing at risk or cannot work on project
Continue to be high volume
Working through in the order they arrive<br>
26
Resources Setup Subawards
Foundational Steps
Next Steps & Setup Overview
OSP: ASR, MOD, Subawards Volume
OSP Urgent Requests for ASRs, MODs, & Subawards<br>
Foundational Steps
Next Steps & Setup Overview
OSP: ASR, MOD, Subawards Volume
OSP Urgent Requests for ASRs, MODs, & Subawards<br>
27
Questions<br>
28
Required Consultation with HSD for Single IRB (sIRB) Studies Adrienne Meyer, Assistant Director of Reliances
Human Subjects Division
MRAM
5/9/2024<br>
Human Subjects Division
MRAM
5/9/2024<br>
29
Federal Single IRB (sIRB) Requirement<br>
30
Funding Agency Policies<br>
31
UW HSD Policy UW PIs must therefore consult with HSD before submitting proposals to funders if they wish to use UW IRB as the sIRB.
HSD cannot guarantee UW IRB review for any multi-institutional research for which it has not been consulted.<br>
HSD cannot guarantee UW IRB review for any multi-institutional research for which it has not been consulted.<br>
32
Consulting with HSD Consult early in the proposal preparation process! At least a few weeks before internal deadlines.
PI or team provide basic study information via email at hsdrely@uw.edu. Draft materials ok.
HSD Reliance Team reviews materials. May request a meeting with PI for complicated research.
HSD will confirm willingness and provide a letter of support, costs estimates (for larger studies) to be included in budget, and advice on additional FTE PIs may need to support sIRB review.<br>
PI or team provide basic study information via email at hsdrely@uw.edu. Draft materials ok.
HSD Reliance Team reviews materials. May request a meeting with PI for complicated research.
HSD will confirm willingness and provide a letter of support, costs estimates (for larger studies) to be included in budget, and advice on additional FTE PIs may need to support sIRB review.<br>
33
More information When UW IRB can serve as sIRB: https://www.washington.edu/research/hsd/single-irb/uw-irb-as-a-single-irb/
How to request a consultation/letter of support: https://www.washington.edu/research/hsd/single-irb/uw-lead-coordinating-site/letters-support-single-irb/
Other considerations for single IRB review: https://www.washington.edu/research/hsd/single-irb/uw-lead-coordinating-site/<br>
How to request a consultation/letter of support: https://www.washington.edu/research/hsd/single-irb/uw-lead-coordinating-site/letters-support-single-irb/
Other considerations for single IRB review: https://www.washington.edu/research/hsd/single-irb/uw-lead-coordinating-site/<br>
34
UPDATES AND NEW LEARNING RESOURCES Laurie Stephan, Associate Director for Learning
Office of Research Central May 2024 MRAM UPDATE<br>
Office of Research Central May 2024 MRAM UPDATE<br>
35
LEARNING RESOURCES CORE Works-in-Progress sessions
Fridays at 1 pm
45-minute demonstrations of tools and tasks new to grant management
Demonstrations so far
Workday Fundamentals--Grant Manager Quick Start Guide
Top Ten Workday Reports for Grants Managers
Past session recordings posted to webpage along with tools
Finance Data Group Webinars
Your Crystal Ball: A Demo of the Grant Planning & Forecasting Tool, May 13
Cube Your Enthusiasm: A User Journey through the New Finance Cube, May 20<br>
Fridays at 1 pm
45-minute demonstrations of tools and tasks new to grant management
Demonstrations so far
Workday Fundamentals--Grant Manager Quick Start Guide
Top Ten Workday Reports for Grants Managers
Past session recordings posted to webpage along with tools
Finance Data Group Webinars
Your Crystal Ball: A Demo of the Grant Planning & Forecasting Tool, May 13
Cube Your Enthusiasm: A User Journey through the New Finance Cube, May 20<br>
36
LEARNING RESOURCES Three New SAGE Budget Job Aids
SAGE Award Budget: Quick Tips for Simplifying Your Award Budget
High level guide to three award budget options
budgets with categorical totals
budgets with unallocated totals
detailed budgets
SAGE Award Budget Options: How to Create a Categorical Totals Budget
SAGE Award Budget Options: How to Create an Unallocated Totals Budget<br>
SAGE Award Budget: Quick Tips for Simplifying Your Award Budget
High level guide to three award budget options
budgets with categorical totals
budgets with unallocated totals
detailed budgets
SAGE Award Budget Options: How to Create a Categorical Totals Budget
SAGE Award Budget Options: How to Create an Unallocated Totals Budget<br>
37
CERTIFICATE UPDATES Introduction to Research Administration now available
Changes to three certificate required courses coming by end of year
Setup and Manage Your Award
Processes at Award Closeout
Internal Controls
One new required course: Reading the Notice of Award
Two new(ish) electives:
Navigating the New Frontier of Financial Reporting for Grants Managers
SAGE Awards<br>
Changes to three certificate required courses coming by end of year
Setup and Manage Your Award
Processes at Award Closeout
Internal Controls
One new required course: Reading the Notice of Award
Two new(ish) electives:
Navigating the New Frontier of Financial Reporting for Grants Managers
SAGE Awards<br>
38
BIOMEDICAL RESEARCH INTEGRITY September 5, 2024, and March 18, 2025
8:30 am-4:30 pm, HUB North Ballroom
Format: in-person only (per updated NIH Updated Guidance)
Registration: coming soon – all UW employees in need of training will be accommodated
Participants: NIH-funded trainees and others required to complete Responsible Conduct of Research (RCR) training as specified in the Notice of Award for the project(s) on which they are supported
Policy: see the NIH Requirement and Updated Guidance
More information:
Visit: Biomedical Research Integrity
Email: uwbri@uw.edu<br>
8:30 am-4:30 pm, HUB North Ballroom
Format: in-person only (per updated NIH Updated Guidance)
Registration: coming soon – all UW employees in need of training will be accommodated
Participants: NIH-funded trainees and others required to complete Responsible Conduct of Research (RCR) training as specified in the Notice of Award for the project(s) on which they are supported
Policy: see the NIH Requirement and Updated Guidance
More information:
Visit: Biomedical Research Integrity
Email: uwbri@uw.edu<br>