Contracts and Grants Accounting Services

1. Contracts and Grants Accounting Services Comprehensive Budget ReviewFY 2013

2. Mission UF Contracts & Grants strives to provide exceptional research support services while protecting the University’s interests in the most efficient and responsible manner possible. 

3. Services In fulfilling our mission, our responsibilities include: • Establish and maintain contract and grant projects in the PeopleSoft financial system • Oversee the management of awards for compliance with sponsor’s financial guidelines • Review expenditures to ensure costs are allowable, allocable, reasonable and consistent with funding agency regulations • Advise principal investigators and departmental administrators on university, state and federal guidelines governing expenditures and other award activities • Prepare and submit financial reports to sponsors. Provide financial reports to investigators and departments to assist in award oversight • Invoice sponsors and monitor and collect outstanding accounts receivable • Manage close-out activity including transferring of residual accounts • Deposit and maintain records of payments received from sponsors • Assist auditors with data requests and reports • Maintain and monitor records associated with the University’s subcontracts including processing encumbrances and payments

4. Functions Research Administration • Provides post award financial support and a single point of contact for the department(s) assigned Accounts Receivable • Processes all deposits and maintains check logs Accounting • Manages all aspects of Letters of Credit and Subcontracts Reconciliation and Audit • Responds to audit requests and reconciliation of conversion items through grants module stabilization

5. FY 2012 Metrics • Generated 36,036 invoices to sponsors totaling $525.4 million • $572.8 million in expenditures on 9,169 active projects in funds 201, 209 and 214 • Processed 5,527 deposits for $604.9 million • Cash balances in funds 201-214 @ 12/31/12 totaled $357.3 million ($281.2 million @ 12/31/08) • Cash deficit in fund 201 @ 12/31/12 totaled $-42.2 million ($-73.0 million @ 12/31/08) • Accounts receivable for funds 201-209 @ 12/31/12 totaled $68.4 million (88.4 million @ 12/31/08)

7. CFO- Contracts & Grants Accounting • Matt Fajack Vice President and Chief Financial Officer • Brad Staats Asst Vice President for Contracts & Grants • Nita Reddish Quality Control • Bill Gair Quality Control • Tiffany Schmidt Associate Director • Cathy Thompson Associate Director • Dana Rechsteiner Assistant Director Special Projects • Rob Francis Research Admin II • Kim Welsh CG-HSC RA 3 Team Lead • Lisa Yates CG-COM RA 3 Team Lead • Jonathan Evans CG- IFAS RA 3 Team Lead • Stephanie Lafferty CG-ENG RA 3 Team Lead • Kat Carter-Finn CG-Campus RA 3 Team Lead • Kim Morabito AR and BILLING Admin Svcs Crd 2 Team Lead • Jerome Able Sr. Grants Specialist • Delores Darling Research Admin I • Jing Li Acctg Crd 3 • Joseph Andes Research Admin II Team Lead • Janie Heidler Research Admin II Team Lead • Beth Sheppard Research Admin II Team Lead • Matt Staehnke Research Admin II Team Lead • Brian Miller Research Admin II Team Lead • Pat Greco Research Admin II Team Lead • Tina Priz Sr Accountant • Obed Santana Research Admin II Team Lead • TBA • Research Admin I • Tonya Lewis Research Admin II • Stephanie Glenn Research Admin I • Erin Tompson Sr Grants Specialist • Tom Bairley Acctg Crd 3 • Dan Smith Research Admin II • Kayla Tibbetts Research Admin I • Warren Stamp Research Admin II • Anna Hernandez Research Admin I • Xin Zhang Acctng Crd 3 • Ed Parker Acctg Crd 3 • Rey Alvarez Research Admin II • Meridith David Research Admin II • Patty Troll Research Admin I • Lashawn Williams Research Admin II • Jennifer Domico Research Admin II • Sandhya Chheda Research Admin I • Melissa Horvath Accountant • TBA • Accountant • Christie Lee Research Admin II • Suzanne Winik Research Admin II • Eddie Finlayson Research Admin II • Bruce Moor Research Admin I • Peg Canaday Adm Srv Crd 2 • April Rollins Research Admin I • Becky Hyde Research Admin II • Heather Wert Research Admin I • Christian Torroella Research Admin I • Nadeige King Research Admin I • Rob Sessions Research Admin I • Jacob Conrad Research Admin I • Kimberly Smith Research Admin I • Spencer Allen Research Admin I

8. Opportunities • Continuous review and improvement of business processes to eliminate non-value added activities • Enhance education and training through formal on-line courses and ad-hoc discussions with departmental staff and project investigators

9. Barriers • Continued intense audit scrutiny • Many Research Administrators in Contract & Grants Accounting Services are typically entry level professional staff with limited experience • Turnover of experienced team members

10. Accomplishments • Merger of the three units 3 1/2 years ago and the consolidation of the operations • Significant involvement in a number of University initiatives over the past 4 years to improve the fiscal management and accountability of the research enterprise at UF • myInvestiGator • Improved Effort Certification system • Upgrade of the myUFL finance system • Centralized review of cost transfers • Production of hundreds of thousands of documents to support audit requests

11. Questions