UC San Francisco Supplier Diversity Basics. Module 3: Federal & State of California Reporting

Transcription

1 UC San Francisco Suppier Diversity Basics Modue 3: Federa & State of Caifornia Reporting

2 Modue 3: Suppier Diversity Basics Curricuum For UCSF Empoyees What You Need to Know Modue 1: Poicy and Reguatory Requirements Modue 2: Campus Responsibiities Modue 3: Federa and State of Caifornia Reporting 2

3 Modue 3: Learning Objectives Before taking this modue, you need to participate in Modues 1 & 2. In this modue, you wi: Learn how queries are run from campus financia systems and how the Individua Subcontracting Report (ISR) & the Summary Subcontracting Report (SSR) are fied Learn the documentation that must be maintained whenever spending does not occur with the specific sma businesses for which goas were set in the Sma Business Subcontracting Pan. Be abe to provide such an expanation to the Contracting Officer of the agency or institution that awarded the funding to the University Bookmark EPA webpages to find information about how to fie EPA a forms 3

4 Federa Contracts/Subcontracts Reporting The University s responsibiities incude: Search the appicabe search engines, incuding the Exporer too to find potentia sma and diverse businesses Consut with the Suppier Diversity Program Manager to find potentia sma business suppiers Track project sma and diverse business spend against project sma business spend goas Maintain ongoing documentation in the event the project team has not been abe to purchase from sma businesses as they panned. Report this information to the Contracting Officer within 30 days of the expiration of the agreement. 4

5 Federa Contracts/Subcontracts Reporting esrs report types, their due dates, & the type of spend that needs to be reported are shown beow. Individua Subcontracting Report (ISR) for Each Due no ater Spend Type Agreement than 10/1/XX (prior yr) to 3/31/XX (current yr) reguar By 4/30 Cumuative spend through 3/31 of current year 10/1/XX (prior yr) to 9/30/XX (current yr) annua report which incudes spend reported for period above - reguar By 10/31 Cumuative spend through 9/30 of current year 10/1/XX agreement expiration - fina Within 30 days Cumuative of expiration date Summary Subcontracting Report (SSR) Due no ater than Spend Type 10/1/XX (prior yr) to 9/30/XX (current yr) annua report which incudes spend reported for period above By 10/31 Spend for this period ony 5

6 Federa Contracts/Subcontracts Reporting (cont d) Exampe: An agreement is signed with NIH for the contract period 1/13/13 to 1/13/15. ISRs & SSRs must be fied for the periods as shown beow. If we have more than one NiH agreement, NIH spend for a those contracts/subcontracts can be shown on one SSR submitted to the agency. ISR/SSR type Spend type Report Due By ISR: 1/13/13 through 3/31/13 reguar ISR: cumuative 4/30/13 Both: 1/13/13 through 9/30/13 - reguar ISR: cumuative SSR: fied once/yr in Oct, for 10/1 of prior yr to 9/30 of current year. 10/31/13 10/1/13 through 3/1/14 reguar ISR: cumuative 4/30/14 Both: 10/1/13 through 9/30/14- reguar Both: 10/1/14 through 1/13/15 - FINAL* ISR: cumuative SSR: see above for annua ISR: cumuative since ast report SSR: report actua spend when next SSR is due 10/30/14 2/13/15 6

7 Eectronic Subcontracting Reporting System (esrs) ISR Extract: The doars spent are extracted from a campus financia query showing the cumuative arge business spend, and sma business spend based on the Fund Code at UCB or the Project ID at UCSF The first coumn Whoe Doars must be oaded with the doar amounts & percentages from the approved Sma Business Subcontracting Pan. If the project team has spent zero doars for any category where they had set goas on the Sma Business Subcontracting Pan: An expanation must be entered to expain why no spend occurred, based on the PI s input. The preparer must aso describe the efforts to be made by the project team to spend with the business(es). 7

8 Eectronic Subcontracting Reporting System (esrs) SSR Extract: The doars spent for the specific reporting period shown on a ISRs for a specific agency are added up and shown for each cassification type on the SSR. The first coumn Whoe Doars must be oaded with the doars achieved for just the reporting period. A of the contracts/subcontracts with that agency are isted in the Remarks section. 8

9 UC San Francisco Orace PeopeSoft Queries In order to track & report the amounts that each project has spent with a types of businesses at UC San Francisco, one Orace PeopeSoft query must be run. Each of these queries requires: 1) Date From: (DD/MM/YYYY) 2) Date To: (DD/MM/YYYY) 3) The 5 digit Project ID assigned to this agreement foowed by the percentage sign % The ISR & SSR formats are the same in the federa reporting system, esrs: See sides 11 & 12 for extracts of those types of reports. 9

10 Environmenta Protection Agency Cooperative Agreement Reporting Remember from Modues 1 & 2? MBE & WBE utiization EPA funded agreements must report on their accompishments toward the fair share goas for Minority Business Enterprise (MBE) & Women Business Enterprise (WBE), ony when procurement exceeds the $150,000 threshod. An annua or semi-annua EPA Form a ( 52a.pdf ) must be fied depending on the EPA reguations which appy. The signed eectronic copy must be sent to the designated officer in the U.S. EPA Region 9 Office or nationa office. Check with EPA on the correct recipient. More information on competing the form can be found on the ink to the A form above.

11 Modue 3: Learning Objectives In this modue, you have: Learned how queries are run from campus financia systems and how the resuting data is entered on an Individua Subcontracting Report (ISR) & on a Summary Subcontracting Report (SSR) Gained the information you need to document whenever spend with sma businesses for which goas were set in the Sma Business Subcontracting Pan cannot be achieved and how to provide an expanation to the Contracting Officer at the cose of the agreement. Bookmarked EPA webpages to find information about how to fie EPA a forms 11

12 Summary of Modues These modues have now provided you with the suppier diversity basics for both UC Berkeey & UC San Francisco. We invite you to return to them to refresh to your knowedge whenever you are working with a PI receiving federa funding or an EPA Cooperative Agreement recommending spend with Minority & Women Business Enterprises. Modue 1: Poicy and Reguatory Requirements Modue 2: Campus Responsibiities Modue 3: Federa and State of Caifornia Reporting 12