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CSE ADMINISTRATOR MEETING 2/11/11

This memo outlines the importance of aligning program and project function codes for accurate reporting. Recommendations are provided for updating cost share transactions and correcting discrepancies. Detailed steps and examples are included.

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CSE ADMINISTRATOR MEETING 2/11/11

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  1. CSE ADMINISTRATOR MEETING2/11/11 COST SHARE FUNCTION CODE CHANGES

  2. JANUARY 18TH GMUN MEMO • FUNCTION CODE = PURPOSE OF PROJECT OR PROGRAM (RESEARCH, INSTRUCTION) • FUNCTION CODES DRIVE ANNUAL REPORTING • BEGINS AT PRF STAGE (QUESTION #10) Examples of function codes · 0320 Instruction – Training Non-sponsored · 1110 Research – Organized Non-sponsored · 1200 Research – Departmental Research · 2110 Public Service – Non Sponsored

  3. JANUARY 18TH GMUN MEMO • FUNCTION CODE IS REQUIRED ATTRIBUTE FOR ALL PROGRAMS / PROJECTS • COST SHARE PROGRAM FUNCTION CODE = PROJECT FUNCTION CODE

  4. JANUARY 18TH GMUN MEMO PROBLEM: NOT ALL PROGRAM FUNCTIONS MATCH PROJECT FUNCTIONS DATA QUALITY ISSUE

  5. JANUARY 18TH GMUN MEMO RECOMMENDATIONS • Cost Share Transactions from previous fiscals should remain unchanged. • For existing awards, leave the historical cost share transactions as they are and apply the function code rules to the future cost share transactions.

  6. JANUARY 18TH GMUN MEMO RECOMMENDATIONS • For awards that end after June 30, 2011, review the cost share programs in order to bring them in line with the function code rules. Compare the program function to the project function, and submit cost share program revisions to SPA via a New Account/Project Re-budgeting Request Form. § For example, upon review the project has a Function code of 1100 Research-Sponsored and the corresponding cost share program has a Function code of 4100 Academic Support. In this case, the cost share activity does not match the activity of the sponsored funded project. Identify the correct cost share program and submit the request to SPA.

  7. JANUARY 18TH GMUN MEMO RECOMMENDATIONS • For awards that end during FY11, when determining if a correction is necessary, consider two contributing factors: end date of the award and the percentage of the cost share obligation that has already been met. § For example, if the bulk of the cost share commitment has already been met and the awards ends in 90 days, consider leaving the cost share chart string as is for the remainder of the project. If one or both of these conditions isn’t true, then identify the correct cost share program and submit your request to SPA.

  8. Award Set Up - Cost Share/Matching • New Awards of currently pending proposals – check to be sure the Project FUNCTION matches the Program FUNCTION that was provided at proposal. • What are the project’s and program’s functions? Check: • COA - for program descriptions, PRF for project description (Research, Instruction, Other Sponsored?) • Specific Project or Program look up in EFS-RPT • Query Viewer (2 options) – contact finsys@umn.edu • DW query

  9. Set Up Financials/Supply Chain>Common Definitions>Design Chartfields>Define Values>Chartfield Values: Select Project; Enter Project # and ‘click’ Search; Select Attributes 1 3 2 4

  10. Reporting Tools>Query>Query Viewer>Search ‘SFR_’ 1. Call help line or email finsys@umn.eduto gain access to the queries 2. In Reporting: Navigate to Reporting Tools>Query>Query Viewer, and Search ‘SFR_’; Select format 3. Enter your DEPTID and select ‘View Results’ or press ‘enter’. Excel will open a list of programs with CS strings.

  11. Reviewing Current CS Function Codes at DEPTID Compare the Function between Programs and Projects

  12. DATA WAREHOUSE: FUNCTION CODE QUERIES • ‘When you drink the water, remember the spring.’ • ---An old Chinese Proverb

  13. Award Set Up - Cost Share/Matching • What does the recent memo mean for me? • Update Prog/Proj going forward, beginning FY 12 Suggestions for dealing with it: • Known CS: Use the Annual Budget Process & Position Management • Unknown CS: Set up non-sponsored part of the Chart String; SPA to set up Combo Code with each individual award set up • Examples for HPM salary cap or CS: • 1024-11179-20082-CF1-1000012505-EMPLID-PROJECT for Research, • 1024-11179-20070-CF1-1000012505-EMPLID-PROJECT for Training, and • 1024-11179-20012-CF1-1000012505-EMPLID-PROJECT for Public Service • Note: EMPLID is the Person who’s salary is CS, not the PI

  14. COST SHARE DISTRIBUTIONSIN POSITION BUDGETING IF KNOWN, WHY NOT PLAN FOR THESE AND CORRECT THE FUNCTION ISSUES AS PART OF THE FY12 BUDGET PROCESS? ESTABLISH THE CORRECT PROGRAM, BUDGET FUNDS & WORK WITH SPA TO SET UP COMBO CODES SIMULTANEOUSLY.

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