GRANTS CHANGES BUDGET STRUCTURE SUBCONTRACT PROCESS

1. GRANTS CHANGESBUDGET STRUCTURE SUBCONTRACT PROCESS

2. OVERVIEW • CHANGES TO BUDGET STRUCTURE IN DEFINE • CHANGES TO SUBCONTRACT PROCESS

3. BUDGET STRUCTURE • WHAT: Changes to Subaccounts & Description • WHY: In preparation for People Soft Implementation • WHEN: Effective January 2014 for New 26 Accounts (no impact to existing accounts now)

4. SUBACCOUNTS

5. SUBCONTRACTS • WHAT: Changes to the subaccounts and process; generate Purchase Order to encumber funds. • WHY: In Preparation for People Soft Implementation and… • To encumber subcontract funds. • To ensure subcontract Is issued against PO • To ensure subcontract billing and payment are processed timely. • to make sure that subcontract monitoring is effective and efficient • WHEN: Effective January 2014 for new 26 accounts

6. RESPONSBILITIES • C&G OFFICE: Will generate the Purchase Requisition and forward to ORSP for review/approval. • ORSP OFFICE: Will review/approve PO and use PO number as the Subcontract Agreement No. • DEPARTMENTS: • Obtain PI signature on original subcontract invoice • Forward subcontract invoice to C&G • NO VP2 WILL BE REQUIRED

7. EXAMPLE NEW METHOD OLD METHOD

8. HOW TO IDENTIFY SUBCONTRACTOR BALANCES • A report will be available in Miner Mall that will allow you to search for subcontract purchase order amount and amount paid by account number or purchase order number. • See Word Document “Sub Award Reporting in Miner Mall” posted on the ORSP Website under Events.

9. KEY POINTS • BUDGET CHANGES • New Subaccounts • New Subaccount Descriptions • SUBCONTRACTS • New Purchase Order Process • Funds Encumbered • Original invoice with PI Signature to C&G • NO VP2 • IMPACTS ONLY NEW 26 ACCOUNTS (Existing 26 accounts continue with same structure for now)

10. QUESTIONS orspaa@utep.edu utepresearchtraining@utep.edu