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Setting Up a NMSI Reporting Design to Cover your Bases

Setting Up a NMSI Reporting Design to Cover your Bases. Pam Muscarello Elyse Davis Business Administrator Business Program Manager pammusc@math.uh.edu edavis@math.uh.edu Colin Butler Office Coordinator cgbutler@uh.edu. Motivation. Lots of lessons learned.

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Setting Up a NMSI Reporting Design to Cover your Bases

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  1. Setting Up a NMSI Reporting Design to Cover your Bases Pam Muscarello Elyse Davis Business Administrator Business Program Manager pammusc@math.uh.eduedavis@math.uh.edu Colin Butler Office Coordinator cgbutler@uh.edu
  2. Motivation Lots of lessons learned. UH revamped the system yearly until this past year. Planning provides consistency in collection and reporting.
  3. Covering Your Bases Cost-effectively report the full program cost Assess different kinds of expenses and revenue you may use Utilize preset internal structures Minimal Add-ons
  4. Overall Entry Guide: Entries by Source Expense and Revenue Reporting in NMSI Database Direct Charges Indirect Cost Share NMSI Database Deciding factor here: Simplification of internal reconciliations against the NSMI Database
  5. Overall Entry Guide: Entries by Budget Category Expense Reporting in NMSI Database ACA (Academic Advisor) Direct Charges ACA (Academic Advisor) Indirect Cost Share NMSI Database Deciding factor here: we can look up expenses by ACA and determine the full cost of that budget line item.
  6. NMSI Funding Source Types Accounts entirely allocated to the program Comingled accounts Reported effort Non-payroll expenses Oddities arising from the university’s treatment of certain costs
  7. Overall Entry Guide: Direct Revenues Direct Revenue into teachHOUSTON Accounts Account #1 Account #2 NMSI Database Deciding factor here: required per account by NMSI, but Also is useful for later revenue review.
  8. Overall Entry Guide: Indirect Revenue Indirect Revenue into teachHOUSTON Accounts
  9. GL trace to NMSI on Program Accounts UH GL Add the budget category “subcode” here. College System for Reconciliation teachHOUSTON Data Mgmt System NMSI Database
  10. NMSI Direct Entries by Budget Category Only One Entry in NMSI Database Expense Reporting in NMSI Database ACA (Academic Advisor) Charges on Account 1 ACA (Academic Advisor) Charges on Account 2 Deciding factor here: simplification, We have an internal database that Allows and easy trace to this one number.
  11. teachHOUSTON Data Mgmt System Function ACA Account 1 ACA Account 2 ACA Direct Charges Total ACA Account 3 ADM Account 1 ADM Direct Charges Total ADM Account 2 Entry into the System Output from the System: NMSI Data Entry Ready
  12. UH GL College System for Reconciliation teachHOUSTON Data Mgmt System NMSI Database Program Accounts: Overview
  13. What happens to incorrect charges? Non-teachHOUSTON Charges teachHOUSTON Charges on the Wrong Account teachHOUSTON Charges on Incorrect Budget Categories
  14. OPS coded Supplies teachHOUSTON Non-OPS coded Supplies non-teachHOUSTON Comingled Accounts Use the same system as for program accounts. Entries on Comingled Account A
  15. Reported Effort Collecting Reported Effort Via Univ’s effort reporting system if monthly Via email if not monthly Directly from employees
  16. Reported Effort: Example 1 Sandie Student Not program-paid Worked 20% 20% Cost Share Expense and Revenue figures are equal. Two calculations only: Salary and Fringe. Expense 20% “Indirect Cost Share Fringe” Expense 20% “Indirect Cost Share COD” Revenue 20% “Indirect Cost Share Fringe” Revenue 20% “Payroll Indirect Cost Share”
  17. Reported Effort: Example 2 Joe Director the Co-Director Paid 20% Worked 25% 5% Cost Share Expense “Direct Charge COD” Expense 5% “Indirect Cost Share Fringe” Expense 5% “Indirect Cost Share COD” Revenue 5% “Indirect Cost Share Fringe” Expense “Direct Charge Fringe” Revenue 5% “Payroll Indirect Cost Share” Direct Charges are Reported within Program Accounts
  18. Non-Payroll Indirect Cost Share $300 office supplies Paid by College College Sends $ To Reimb Program College Wants Their $$ Back College pays the Expense Directly Considered Program Revenue Follow usual Processes to Reimburse Expense $300 “OPS Indirect Cost Share” Route Expenses like Program Paid Revenue $300 “Non-Payroll Indirect Cost Share”
  19. UH State-Funded Fringe Non-State Funds Program Account 1 Pays for Salary Program Account 1 Pays for Fringe State Funds Centrally Funded Program Account 1 Pays for Salary Account 2 Pays for Health Ins Account 3 Pays for OASDI Account 4 Pays for UCI/WCI
  20. UH State-Funded Fringe State Funds Program Account 1 Pays for Salary Account 2 Pays for Health Ins Account 3 Pays for OASDI Account 4 Pays for UCI/WCI Expense “Direct Charge COD” Expense “Indirect State Fringe Cost Share” Revenue “Indirect State Fringe Cost Share”
  21. Lessons Learned Plan Carefully Putting more effort into the planning of NMSI reporting greatly decreases the effort throughout the whole process.
  22. Lessons Learned Keep it Simple Only do what is required by NMSI, and expected to be utilized in the future.
  23. NMSI is flexible when it comes to the entries. The NMSI database information can be downloaded and used to help your request for additional funding. Find Sunshine on a Cloudy Day!
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