Recharge Fiscal Officers. August 29, 2017

Transcription

1 Recharge Fiscal Officers August 29, 2017

2 Agenda Frequently Asked Questions Document ilabs Core Management Software Questions/Discussion

3 FAQs Currently the FAQs are in DRAFT format and are in the process of being reviewed before posting. Meant to be a living document! FAQs will be posted on the Campus Services website under the 21 and 22 Account Resources and on the CORES website: CORES.colostate.edu

4 DRAFT FAQs Q: What is a 21 account? A: A 21 account, which is also referred to as recharge center account, is used for business activities related only to internal customers (CSU). The goal of a recharge center 21 account is to break-even between revenue and expense. It is not to make a profit, as this is unallowable. A surplus of up to two month s working capital is allowable. Q: What is a 22 account? A: A 22 account, which is also referred to as a general operations account, is used for business activities that are external to CSU. A profit is allowed within general operations accounts.

5 DRAFT FAQs Q: What are policies guiding these accounts? A: The Office of Management and Budget (OMB) 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) establishes principles for determining costs applicable to federal grants and contracts, and other sponsored agreements with educational institutions. University recharge centers must assure compliance with Uniform Guidance. Q: Are there any helpful guides that summarize Uniform Guidance as it relates to 21 (Recharge) Accounts? A: National Institutes of Health (NIH) FAQ s link provides additional information related to recharge accounts. Q: What other tools are available to me? A: The Research Core Facilities website, 21 and 22 User s Guide, FPI 2-20, and Campus Services website.

6 DRAFT FAQs Q: How often should I adjust my billing rates? A: Per UG billing rates must be updated at a minimum of every 2 years. It is recommended to review rates annually to ensure billing rates are correct. If needed (a new service provided, equipment purchased, etc.) a department can update the billing rates as needed. Campus Services must review and approve the billing rate updates prior to implementation. Q: If salaries are booked on a 21 account, but there is turnover causing salary savings in the 21 account, what can that balance be used on? A: Contact your Campus Services Representative to discuss options (i.e. deferred maintenance, equipment/facility upgrades). However, the billing rates must be adjusted going forward taking the surplus into consideration.

7 DRAFT FAQs Q: What object codes/expenses are not allowed on 21 accounts? A: Advertising, alcoholic beverages, authorized business functions, donations/contributions, entertainment costs, fines/penalties, memberships/subscriptions (if not required to complete the job), and promotional items are not allowable on 21 accounts. FPI 2-7 exhibits additional categories of cost that are identified as unallowable by the Federal government. Q: How is a deficit handled in a 21 account? Does it have to be cleared immediately or is there time to clear it? A: In most cases, billing rates need to be updated to cover the deficit in the coming year(s). If there are extenuating circumstances please contact your Campus Services Representative. If billing rates have not been adjusted for the deficit, a department should cover the deficit with another account by fiscal yearend.

8 ilabs Core Management Software Core Facility tracking of usage and projects streamlined invoicing and integration with KFS ensures accurate and active accounts are assigned automatic and flexible report generation, metric tracking communication with users, enhanced visibility Researcher consistent interface across all cores ease of use for requesting services or reserving time on instrumentation PI control over access to accounts increased transparency in rates and invoicing - all changes are audited in system access to reporting and metrics across facilities more efficient facility operation Administration

9 ilabs Core Management Software KFS and EID integration is complete First 3 core facilities are preparing to go live in the next month Central Instrumentation Facility (Chemistry) Molecular Quantification Core (digital droplet PCR) Flow Cytometry Facility Next cores to go live: Proteomics and Metabolomics Facility Microscope Imaging Network Scott Building Experimental Pathology Facility

10 ilabs Core Management Software Invoices are collated nightly ilabs Collector Feed posts to KFS Nightly feed of fund information Acknowledgment of successful post to KFS

11 ilabs Core Management Software What does this mean for you? All Departmental Fiscal officers have been added to ilabs and will have administrative rights to accounts for all PIs in department. - Manage spending privileges/lab account membership - View/edit invoices If you are RFO for a facility/recharge center using ilabs you will participate in training during implementation.

12 ilabs Core Management Software Important Tips PIs will be automatically added to ilabs as a Lab if they have at least one sponsored account. If they do not have any sponsored accounts they may need to be added manually. Lab members will need to request membership to PI lab may need to help with approvals if PI is not responsive. PI will need to request access to non-sponsored accounts to add them to their ilabs profile.

13 Administrative Tools

14 Administrative Tools

15 Questions?