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1、Grants Accounting/Effort Reporting Project Steering Committee MeetingMay 12, 2010 I 2:00 - 3:30 PM I HRS Building Conference RoomIn Attendance:Jim Ferrer, CFOJodi Gentry, TrainingTonia Lambert, PHHPMichael Leardi, CFO ConsultantMike McKee, ControllerBrian MikelL Audit & ComplianceStephen Pritz, Regi

2、strarDiana Hull, RegistrarEddie Roberts, CFOSuzanne Sindledecker, Controller Brad Staats, Contracts & Grants Marie Zeglen, IPRHenry Baker, MolecularGenetics/lVlicrobiologySteve Howard, MolecularGenetics/MicrobiologyMatt Fajack, CFOBrian Miller, DSRArmando Ramirez, IPRHenrietta Logan, SCORES, Operati

3、veDentistryLisa Jefferson, Operative DentistrySy raj Syed, CFO (Recording)New Project Discussion Items:1. Discussion Item: Reduce audit criticism of E-to-Es and Retro-active Payroll cost transfersIssue: There is currently no process to centrally review or approve these expenditure transfers for sala

4、ries and non-salary expensesa. Discussion:i. We plan to move current E to E process from Accounts Payable to the online journal entry process. This will be for all E to E transactions. For all E to E that affect grants and contracts, a justification for the transaction will need to be submitted to C

5、&G for approval.ii. Payroll cost transfers that affect grants and contracts will be modified to include an approval by C&G. As a part of this approval a justification form will be required for retroactive payroll cost transfers.b. Actions:i. Contracts and Grants will be offering training and additio

6、nal communications including a DDD and newsletter regarding these processes; adjustments to the process will continue to be made as necessary.2. Discussion Item: The Current Effort Reporting SystemIssue: A review of the current effort reporting systema. Discussion:i. Each department effort reporter

7、can see the holistic view of each personData for the current effort reporting system comes from instructor workload file (courses and contact hours) and payroll information for the certification of effort related to sponsored programs.ii. We utilize formulas from the Board of Governors to translate

8、SCH into contact hours associated with a particular course and/or number of students depending upon the type of the course.iii. For sponsored activity, an overall % effort is entered for people being certified.iv. A discussion around instructional contact hours as it relates to overall % instruction

9、al and overall effort.b. Action:i. Tie in the faculty activity report (FAR) to the instructor workload as data sources to feed the effort reporting system.ii. The current effort reporting system does not include effort commitments which is a necessary component of the effort reporting system.iii. Re

10、commendation from SCORES: Faculty should be able to view and edit instructor workload as a part of the effort certification process.3. Discussion Item: leaning and borrowingIssue: Loaning and borrowing:a. Discussion:i. Loans are also made to report cost-sharing of salaries and this needs to be bette

11、r tracked.ii. Faculty who are paid from the VA cause some confusion over the loaning and borrowing.iii. How RCM is affected by the loaning and borrowing between departmentsBoth departments have to be able to dual initiate - and creates some confusion and manual workb. Action:i. Continue to review the loaning and the borrowing issues in regards to faculty work load.ii. Provide additional training in regards to RCM and how the loaning and borrowing ties into RCM.iii. Review how the VA relates to effort and the loaning and borrowing