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Mission:
Provide direct accounting services for sponsored project funds,ensuring compliance with federal, state and local government, sponsor and University of California regulations and policies.
Vision:
To be recognized and respected by our customers and peer academic institutions as one of the top extramural funds management organizations in the country. How are we doing? Please complete our quick survey.
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Extramural Funds Update, July 31, 2008
Target Audience
This communication will be distributed monthly via the Peoplesoft list serve and is intended for all Department Managers, Financial Managers, RSAs, and Post-Award Administrators who work with sponsored project funds.
In this Edition:
- Cost Accounting Standards Updated
- Cost Sharing Audit Review
- Cost Transfers Job Aids
- Converted RAS Funds Project
- New Fund Ranges
- Post-Award Best Practices
- Customer Service
What’s New
Cost Accounting Standards (CAS) Updated
After a campus-wide effort led by the Budget Office, updated CAS documents are now available on our website at: http://acctg.ucsf.edu/extramural_funds/policies/index.htm.Cost Sharing Audit Review
Cost Transfers Job Aids
Audit Services recently completed a review of cost sharing policies, procedures and practices at UCSF. As a result, EMF will collaborate with the Office of Sponsored Research (OSR) to create new job aids and update training materials regarding cost sharing requirements and procedures. As new information is available, we will announce it through RSA town halls and via email.
- Download new Procedures at: http://acctg.ucsf.edu/extramural_funds/communications/Cost_Transfer_Procedures_073008.pdf
- Access a List of EMF approved cost transfer reviewers at: http://acctg.ucsf.edu/extramural_funds/communications/Compliance/Revised_CTR_list_072808.pdf . This list is arranged by departments within their respective schools and will be updated on a semi-annual basis.
Converted RAS Funds Project
Beginning in August, EMF will initiate a project to address Research Administration System (RAS) converted funds that still have unresolved issues. The goals of this project are to:
- Identify any discrepancy between GL and RAS in AR, revenue, billing, and F&A;
- Identify and implement corrective actions with the departments and sponsors;
- Fully reconcile and close out the converted funds/awards that have expired;
- Collect any outstanding accounts receivable.
Please be prepared to help with this project when you are contacted.New Fund Ranges starting July 2008
We recently created new fund ranges for private contract and grants:
Please see updated list of funds that require Att E for cost transfers: http://acctg.ucsf.edu/extramural_funds/rac/Cost_Trf_Fund_Range.pdf
- 12000 to 12999 for Private CONTRACTS (UCOP Group Code 408410)
- 15000 to 15999 for Private GRANTS (UCOP Group Code 408300)
- Chartfields/Depcodes: Before requesting a new DPA, Program Code or Department Code, review current values and structures to ensure that the code is needed. Remember that coupling of a DPA with a Fund makes it unique for reporting purposes and a new DPA may not be required. Use the following link to request changes to or new DPAs, Funds, Program Codes, or Department Codes: http://acctg.ucsf.edu/AFP_DEP/index.htm.
- Cost Transfers, Non-Payroll: Instead of filing a hardcopy of Attachment E with PI signature in your department files, attach PI approval to any journal that results in new charges to federal funds. Refer to the cost transfer Procedures referenced above.
- Effort Reporting: Use care in calculating effort percentages. Refer to the following example of a settlement by a university with the Department of Justice concerning allegations that it overstated the time faculty members spent on federal grants. http://chronicle.com/news/article/?id=4804&utm_source=at&utm_medium=en
- Overdrafts: For some tips to manage and resolve overdrafts, check out this article written for the Department of Medicine RSA newsletter: http://medicine.ucsf.edu/research/docs/rsaconnection-200804.pdf
- Payroll Expense Transfers (PETs): Make sure each PET contains only one employee name to expedite processing. Refer to these instructions (http://acctg.ucsf.edu/OLPPS/forms/index.htm) for other ways to expedite processing. Also check out the 10 top items that cause a PET to be rejected http://acctg.ucsf.edu/extramural_funds/communications/PETs_top_10_reminder072908_do_not.pdf
- Vacation Leave Accounting: Refer to recent email and FAQs: http://acctg.ucsf.edu/payroll/references/MISC/VacationLeaveTransfer.pdf
Revised date for RSA Quarterly town hall: Thursday, August 21, 2008 from 9:30-11:00 a.m. in HSW-300, Parnassus campus. Please modify your calendars. Hope to see you then!
EMF Customer Service Survey Monkey: To improve our customer service, we have launched an EMF customer service survey where you can provide us direct feedback in real time. The survey link is included on each EMF team member’s email and can be accessed on the following links
http://www.surveymonkey.com/EMFCompliance
http://www.surveymonkey.com/EMFServiceTeams
http://www.surveymonkey.com/EMFCashManagement
http://www.surveymonkey.com/EMFAwardSetupsEMF interesting statistics
- 66,207 invoices and $831,967,820 billed in fiscal year 2008
- 1,480 new awards set up in fiscal year 2008 vs. 1,317 in 2007
- $811.2 million cash collected in fiscal year 2008 vs. $784.5 million in 2007
- PAM of EMF graduates in fiscal year 2008: 21 completed all six PAM of EMF modules; 112 completed Award Setup; 64 completed Revenue & Cash; 69 completed Billing & Reporting; 80 completed Compliance, 90 completed WebLinks for Sponsored Projects, and 52 completed Award Closeouts & FSRs
Whom to Call in Extramural Funds:
http://acctg.ucsf.edu/extramural_funds/contacts/index.htmArchive of Updates EMF Links
This page last updated on: Friday August 15 2008
