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SAGE Suite Subcontract Module Project - Campus Impacts

SAGE Suite Subcontract Module Project - Campus Impacts. Jason Myers – Business Systems Analyst Office of Research Information Services (ORIS). Subcontract Module Project Goals. GOAL: Improve subcontract budget accounting by automating subcontract F&A cost recovery

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SAGE Suite Subcontract Module Project - Campus Impacts

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  1. SAGE Suite Subcontract Module Project - Campus Impacts Jason Myers – Business Systems Analyst Office of Research Information Services (ORIS)

  2. Subcontract Module Project Goals GOAL: Improve subcontract budget accounting by automating subcontract F&A cost recovery • Automate the calculation of F&A Subcontract expenditures in FAS • Ensure subcontract PO Requisition Number and Budget Number entered in SPAERC match the numbers entered in the Purchasing and Accounts Payable System (PAS) through systematic validation • Enable recording and tracking of key subcontract F&A data in SPAERC • Synchronize key subcontract F&A data stored in SPAERC with data in Financial Accounting System (FAS) on a daily basis

  3. Current: Process and Systems State - Summary • Only direct costs for subcontracts are automatically updated in FAS. • The subcontract amount subject to UW F&A costs is set up as an encumbrance in FAS. • GCA manually enters actual F&A costs for subcontracts as Journal Vouchers (JVs).

  4. Current: Subcontract F&A Encumbrances • Subcontract F&A costs are set up as an encumbrance under Restricted Funds (line item 37-99). • The 37-99 encumbrance is liquidated once the F&A expenditures are manually charged off.

  5. Current: Subcontract F&A Transactions GCA manually enters a Journal Voucher (JV) to charge off actual F&A costs for a subcontract.

  6. Future: Processes and Systems - Summary • For each subcontract, OSP will specify the amount subject to UW F&A costs in SPAERC, and that value will be interfaced to FAS. • Subcontract F&A costs will be charged off automatically using the budget’s F&A cost rate. • The 37-99 subcontract F&A encumbrance will be removed, eliminating the current double encumbrance issue. • Manual entry of Journal Vouchers (JVs) to account for subcontract F&A costs will no longer be necessary.

  7. Future: System and Process - SPAERC OSP will enter the subcontract amount subject to UW F&A costs for each subcontract in SPAERC (SAGE database).

  8. Future: SPAERC & FAS Systems – Interface The subcontract amount subject to UW F&A cost for each subcontract in SPAERC will be interfaced to FAS Monday – Friday at 6 pm.

  9. Future: Subcontract F&A Encumbrances The current practice of including the F&A encumbrance for sub-contracts under the Indirect Costs (line item 25-99) will be maintained, However, The double-encumbrance under 37-99 will be eliminated.

  10. Future: My Financial Desktop – Subs F&A Transactions F&A transactions for subcontracts will display in line item 25-99, along with all other F&A transactions.

  11. September SAGE ReleaseSubcontracts Module Project • Implementation of the features to enter and manage the subcontract amount subject to UW F&A costs, amongst other OSP and GCA system enhancements, is planned for 9/21. • Data reconciliation and clean-up planning is in progress with the expectation of reconciling and adjusting data in early October. • Once data is reconciled and adjusted Campus users will be notified of the intended date of activating the SAGE to FAS interface for automating subcontract F&A expenditures.

  12. QUESTIONS?

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