Account Configuration of the Children’s University Medical Group Fund Awards (CUMG)

1. Account Configuration of the Children’s University Medical Group Fund Awards (CUMG)

2. Purpose The purpose of this presentation is to educate recipients of CUMG awards about how these awards are configured and managed. This presentation should benefit: • Principal Investigators • Business Managers

3. The Funds Originate at UAMS The CUMG funds are comprised of 1% of the Faculty Group Practice revenue plus an additional 1% match from the Dean of the College of Medicine at UAMS. Individual CUMG awards are divided between two accounts. • UAMS salary and fringe are accessed via a UAMS 117 account. • ACH salary and fringe and all other items are accessed via an ACH 036 account. PIs who receive these awards must access and manage the funds using the separate accounting and reporting systems at UAMS and ACH.

4. Initiate the Award Set Up The account set up process for CUMG awards is virtually seamless to the PI. However, recipient PI’s must complete the following tasks in order to activate an award. • Forward appropriate IRB and/or IACUC approvals to Margie Brackeen in ACHRI • Notify the appropriate business manager • Communicate with the appropriate UAMS office of accounting • Unless the award consists of only UAMS salary and fringe, the PI must have a Meditech ID and password.

5. Notification of the New Accounts • ACH creates an 036 account in Meditech. • The PI and business manager receive an automatic email message containing the new 036 account number. • ACHRI creates an eRequest account so that the PI may access the 036 account. • Once the eRequest account is created, ACHRI invites the PI to log into eRequest, approve the budget and Signature Authority Request and begin entering requisitions.

6. Notification of the New Accounts • The PI’s UAMS office of accounting assigns a 117 account number and contacts the CUMG fund manager to transfer the funds into the 117 account. • The DOP emails the PI and business manager when the 117 account number is assigned. PIs who are not in the DOP should contact the appropriate office of accounting to obtain the 117 account number. • The DOP contacts the business manager to verify when an employee’s salary and fringe may begin to hit the account. PIs who are not in the DOP should contact the appropriate office of accounting to coordinate the timing of salary and fringe expenditures.

7. The full amount of the award is transferred to the 117 account at UAMS. The budget for non-UAMS salary items is set up on the 036 account. ACH invoices UAMS as actual expenses are incurred. Co-Accounts

8. Reports The PI or Business Manager can use several different tools to view the account activity of a CUMG award. • eRequest provides report views containing current budgets and requisitions. • The PI Reporting System provides detailed views of purchases. • The DOP distributes monthly account reports that include both salary/fringe and all purchases. These reports will not display recent purchase orders. • PIs who are not in the DOP should check with the appropriate office of accounting to find out how CUMG account activity is reported.

9. 90 Day Review • 3 months prior to the end date of the award, ACHRI will schedule a 90 day review meeting with the following parties: • The PI and Business Manager • ACH Accounting • UAMS Accounting • The purpose of the 90 day review is to help the PI reconcile the accounts and address any outstanding issues before the project end date. • Extensions are allowed if requested before the end date. • Unspent funds will be unavailable to the PI and will be used in future CUMG cycles.

10. Pitfalls of Managing an Award • Supplies – Sometimes at the point of actual purchase the price of an item is higher than expected. This can cause an account to go into deficit. PIs are responsible for tracking requisitionsto make sure the actual purchase price is the same as the expected price. • Tracking a Request– To verify that the purchase price is not higher than the expected price, monitor your requisitions via eRequest often. Contact Leslie Montgomery at 364-6546 to learn how to track paid invoices in eRequest. • Shipping – Don’t forget to factor in the cost of shipping. Unexpected shipping expenses can cause an account to go into deficit.

11. Pitfalls of Managing an Award • Salary - When budgeting for salary, include annual pay increases into your calculation. Also make sure that your fringe rate is correct. To access accurate information regarding salary and fringe, contact the UAMS office of accounting to which the employee in question reports. Do the same for ACH employees. • Meditech ID – Unless your award contains only UAMS salary and fringe, a Meditech ID is necessary to log into eRequest in order to place requests. If you do not have a Meditech ID, call the ACH SDG Help Desk at 364-4111. You may also contact Leslie Montgomery at 364-6546 for assistance.

12. Pitfalls of Managing an Award • Location If the PI is not located on the ACH campus, be sure to notify Amy Wallace at ACHRI. Location impacts how some purchase orders are processed. • Budget Revisions A PI may revise his or her award budget. If the revision includes moving money from salary to non-salary (or vise-versa), the PI must initiate routing for approval. The routing process facilitates an accurate and timely update of all accounting systems. The PI should contact Margie Brackeen at ACHRI for guidance regarding budget revisions. For more information on DRDF budget revisions, go to http://www.achri.archildrens.org/resources/BudgetRevisionProcess.htm

13. Need Help? Contact Us! • Amy Wallace ACHRI Grant Specialist 364-3627, wallaceamyr@uams.edu For help on any aspect of your CUMG award. • Leslie Montgomery ACHRI Post Award Administrator 364-6546, montgomerylesliej@uams.edu For help with any aspect of eRequest, the PI Reporting System, obtaining a Meditech ID, questions regarding specific purchases. • Sharon Rambo UAMS Department of Pediatrics Office of Accounting Grants Management 364-4030, rambosharonk@uams.edu For help with questions regarding any DOP 117 account.