Grant & Contract Accounting Updates - July 11, 2024

Vincent Gonzalez, Associate Director of Grant & Contract Accounting, provides updates on backlog reductions, cost reimbursable line status reports, new income processes, training grant tips, and webpage updates. The updates include progress in award setup, invoicing, reporting, and closing backlogs. Tips for using Workday reports are also shared for better expense tracking. Regular updates on workload metrics are emphasized.

• Update
• Grant Accounting
• Cost Reimbursable
• Workday Reports
• Vincent Gonzalez

eis_atc Follow

Uploaded on Oct 02, 2024 | 0 Views

Download Presentation

Please find below an Image/Link to download the presentation.

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.

Presentation Transcript

1. GCA UPDATE MRAM July 11, 2024 Vincent Gonzalez, Associate Director Grant & Contract Accounting

2. AGENDA 1. Backlog Updates 2. Cost Reimbursable Line Status Report 3. New Interest Income Process 4. NRSA Training Grant Tips 5. Webpage Updates MRAM Vincent Gonzalez Grant & Contract Accounting

3. BACKLOG UPDATES As of June 30, many GCA backlogs have been greatly reduced: > Award Setup - ASRs are within 5 business days of receipt or a Hold has been applied > Invoicing - We continue to work to generate and submit interim and final invoices by the due date > Reporting - Backlog stands at 282 reports > Closing Backlog is still large but we are working to define processes and publish job aids The GCA Workload Metrics webpage will continue to be updated weekly (formerly Workflow and Backlog Tracking) MRAM Vincent Gonzalez Grant & Contract Accounting

4. COST REIMBURSABLE LINE STATUS REPORT The Cost Reimbursable Line Status Report provides clarity around the statuses of transactions. These statuses include: 1) Pending Award Line Date Review 2) Awaiting Settlement 3) On Hold 4) Unbilled 5) Ready to Bill 6) Partially Billed 7) Billed > Cost reimbursable sponsor invoices generated by GCA bring in expenses that are in "Ready to Bill" status > The Workday R1234 report includes expenses in other statuses > The invoice amount may not be the same as the R1234 report shows for a given billing period > Recommend running the Workday Cost Reimbursable Line Status report if there is a discrepancy MRAM Vincent Gonzalez Grant & Contract Accounting

5. COST REIMBURSABLE LINE STATUS REPORT Tips for using Workday Cost Reimbursable Line Status report > Report shows expenses in all statuses so recommend changing the default settings to make graph easier to read Change type of graph from Column Remove "Billed" so scale is smaller > Additional tips and screenshots are available on GCA Recommended Reports webpage > Job aid is available here: Cost Reimbursable Line Status Reports in Workday MRAM Vincent Gonzalez Grant & Contract Accounting

6. NEW INTEREST INCOME PROCESS > Recently developed a process for awards that can accrue interest > When setting up the award, GCA will create a new award line for the interest revenue > GCA will process Workday journals to apply revenue earned from interest > GCA recently created award lines and journals to bring awards into alignment with this process > Visit GCA's Interest Income webpage for more information MRAM Vincent Gonzalez Grant & Contract Accounting

7. NRSA TRAINING GRANT FFR PROCESS > The majority of NRSA training grants expire in June and Federal Financial Reports (FFRs) are due in September > In early September, GCA will prepare an initial reconciliation of trainee stipends and tuition and send communications to departments for review > Encourage departments to review trainee Statement of Appointment forms to ensure stipends have been paid accurately and post any required Payroll Accounting Adjustments (PAAs) > GCA is backlogged in processing closeout and carryover actions in Workday, so departments can expect changes to award line and plan amounts MRAM Vincent Gonzalez Grant & Contract Accounting

8. NRSA TRAINING GRANT RESOURCES > Office of Research Guidance for NIH Institutional Training Grants webpage > GCA NIH Childcare Allowance webpage o Requested changes to the Procurement Services' Miscellaneous Payments webpage to clarify that the miscellaneous payment process is used for NRSA childcare cost reimbursement MRAM Vincent Gonzalez Grant & Contract Accounting

9. WEBPAGE UPDATES > New For Sponsors webpage designed to provide sponsors with information about changes to invoices or financial reports > Retired "Training & Outreach" webpage and enhanced Resources webpage

10. NEW CAMPUS INFORMATION SESSIONS > Opportunity to learn about GCA's processes and ask questions o Subject matter experts will be present to answer questions > July 17 through September 25 > Every other Wednesday at 10:00am-11:00am on Zoom > Visit Campus Information Sessions webpage for details

11. QUESTIONS > Questions can be sent to gcahelp@uw.edu MRAM Vincent Gonzalez Grant & Contract Accounting