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The following are recommended processes for carrying out different day-to-day research administration tasks. Italicized text denotes that these instructions are specific to SOM Office of Research Administration RAs and may or may not apply at the department level.

Monthly Review of Expenses, Effort, and PI Dashboard
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monthly review
monthly review

  • Download PDFs of Monthly Expense Reports (MER) for each active award index
  • Review the MERs for the following:
    • Are personnel being charged at the last approved effort levels? Be aware: the %s on the MER are % of VCU salary charged to that index.  If the individual is over the NIH salary cap OR has MCVP salary as well as VCU, this number will not correspond with the individual’s performed effort level.
    • Are all expenses that hit the index allowable, allocable, and reasonable for the project?  Seek out backup documentation for any expenses that you need more information on. 
  • Document that the department has performed monthly reconciliations for all active award indexes and has backup documentation on file for all expenses.
  • Ensure all active award indexes are appearing correctly in the PI Dashboard (correct dates are displayed for each index, budgets are correct, no indexes are missing, etc).  Work with Grants & Contracts and Office of Sponsored Programs to correct any source data (from Banner or RAMS-SPOT) that is causing errors in the Dashboard.
  • Prepare and send monthly effort summary emails to each investigator with personnel (other than themselves) being charged to their active awards.
  • (Quarterly) For faculty with NIH over-the-cap salaries and/or MCVP salaries, verify there has been no change to their Institutional Base Salary that would warrant an adjustment to their PAF in Banner.
  • Sign-off on Monthly Award Review Coversheet when all departments reviewed.

Retroactive Payroll Adjustments (PHAREDS)
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PHAREDS
PHAREDS

When OUR OFFICE (SOM Office of Research AdminsitrationAdministration) is keying the change in Banner…

  1. Start with a blank PHAREDS spreadsheet.
  2. In the SAS Reporting Center, run the “Split Funded Employee” report using the individual’s V# and the current fiscal year.
  3. Depending on what Pay Period you are adjusting, input the values for the current labor distribution for that Pay Period onto the “Original Pay Distribution” tab of the PHAREDS spreadsheet.  Add more columns if adjusting multiple Pay Periods at once.
  4. On the “Revised Pay Distribution” tab, input the revised dollar amounts and %s.
  5. Use the “Revised Pay Distribution” tab as a guide when you key the PHAREDS in Banner.
  6. After completing and submitting the PHAREDS, take a screenshot of the screen in Banner and paste it onto the “Revised Pay Distribution” tab.
  7. Email the PHAREDs spreadsheet to the department administrator to confirm the changes have been made.
  8. Save the PHAREDS spreadsheet to in an appropriate location that will be easy for others to find.

When THE DEPARTMENT is keying the change in Banner…

  1. Do steps 1 – 4 above, then send the PHAREDS spreadsheet to the department contact asking them to key the changes in Banner.
  2. Receive confirmation from the department that the change has been made and document this in an appropriate location that will be easy for others to find.
  3. If needed, set reminders on your calendar to follow-up with a department if you have not heard back whether the change has been made.

Updating Labor Distributions for a Specific Effective Date (NOAEPAF)
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NOAEPAF
NOAEPAF

When OUR OFFICE (SOM Office of Research Administration) is keying the change in Banner…

  1. Start with a blank NOAEPAF spreadsheet.
  2. Use the Banner NBAJOBS screen to get the current labor distribution %s for the individual.
  3. Input the current labor distribution %s and indexes on the NOAEPAF spreadsheet and then make the necessary adjustments so that the “New Distribution” column indicates the new labor distribution.
  4. Input the desired effective date for the update.
  5. Use the NOAEPAF spreadsheet as a guide when keying the changes on the NOAEPAF screen in Banner.
  6. After completing and submitting the NOAEPAF, take a screenshot of the screen in Banner and paste it onto the NOAPEAF spreadsheet.
  7. Email the NOAEPAF spreadsheet to the department administrator to confirm the changes have been made.
  8. Save the NOAEPAF spreadsheet to in an appropriate location that will be easy for others to find.

When THE DEPARTMENT is keying the change in Banner…

  1. Do steps 1 – 4 above, then send the NOAEPAF spreadsheet to the department contact asking them to key the changes in Banner.
  2. Receive confirmation from the department that the change has been made and document this in an appropriate location that will be easy for others to find.
  3. If needed, set reminders on your calendar to follow-up with a department if you have not heard back whether the change has been made.

Monthly Effort Summary Emails to PIs
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effort email

Monitoring the SOMRESADMIN Inbox
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SOMRESADMIN
SOMRESADMIN

When it is your week to monitor the SOMRESADMIN inbox:

  • Check for new messages at least once a day
  • Respond to queries if you know the answer
  • Forward the queries to someone else if you do not know the answer (keep the asker out of the loop until an answer has been found, they don't need to be copied on our internal search for an answer!)
  • Send all requests for signature on Fixed Price Closeout paperwork to Candice Weber
  • Keep the inbox clear as much as is possible
  • File emails in the folders that are there as best you can - if not sure where to file something, create a folder for it!

Confirming Monthly Reconciliations with Department
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monthlyrec

After you have reviewed all monthly expense reports for your departments, secure written documentation that a reconciliation has been done for all expenses charged to grant funds for the prior month.

This can be done by:

  • Sending an email to the fiscal contact in the department and asking for confirmation that they have done a reconciliation of all grant funds and there is backup documentation of file for all expenses charged that month, or
  • If reconciliations are saved monthly on a shared drive that you have access to, review the reconciliation files saved for that month and check there is backup documentation for each expense - save a Word file that documents the reconciliation was done and is complete for the month.

Requesting Approval of Post-60 Day Transfers
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post60day

If you need to send a request to Grants & Contracts Accounting to key a PHAREDS transaction more than 60 days after it has appeared on a Monthly Expense Report, include the following information in your email and attach a copy of your PHAREDS spreadsheet showing your proposed changes:

  1. Provide a brief explanation of how the charges you are moving are appropriate for the grant that you are moving them TO.
  2. Provide a brief explanation of why the charge was originally charged to the grant you are moving it FROM.
  3. (If applicable) Why did it take more than 60 days from the date the charge appeared on the Monthly Expense Report to identify that this was an incorrect charge?
  4. (If applicable) What will be done to prevent or minimize the recurrence of these kinds of errors in the future?