MRAM Monthly Research Administration Meeting - May 2024 Overview
The MRAM Monthly Research Administration Meeting held on May 9, 2024, covered various updates including research compliance, financial accounting, grant management, and more. The meeting discussed important reminders, year-end close procedures, and differences between month-end and year-end close processes. Attendees received valuable insights to streamline award setup and modification requests. The presentation highlighted key timelines and activities for successful financial planning.
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MRAM | Monthly Research Administration Meeting May 9, 2024, 9:00 AM 10:00 AM Join Webinar: https://washington.zoom.us/j/346891888 Click CC to Show Captions in your Zoom Controls TOPIC PRESENTER EMAIL MIN Kirsten DeFries Research Compliance & Operations Welcome 2 kirsten5@uw.edu Erick Winger Financial Accounting & Reporting FY24 Year End Close erickw@uw.edu 15 Vincent Gonzalez Grant & Contract Accounting GCA Update vinceg@uw.edu 15 Amanda Snyder Office of Sponsored Programs Subaward Update acs229@uw.edu 5 Adrienne Meyer Human Subjects Division Required Consultation with HSD for sIRB Studies gevjon@uw.edu 5 Laurie Stephan Collaborative On Research Education (CORE) CORE Update corehelp@uw.edu 2 NEXT MEETING June 13, 2024 9:00 AM - 10:00 AM Questions about MRAM? email mramques@uw.edu
REMINDERS: Award Setup & Modification Requests > Read Comments & History before you contact OSP/GCA > MODs: Include links to SAGE Budget Snapshot URLs How to Make a SAGE Budget Snapshot > Change SAGE Budget Worksheet name from Primary Worksheet to something meaningful before submitting > Job Aid: Difference Between Award Budget and Sponsor Award > Need to change a Grant Name in WD? Send GCA Only MOD > Weekly SAGE Office Hours: Schedule > New reporting tools: PI Dashboard, Grant Planning & Forecasting, Post Award Dashboard Tips for Success: Award Setup & Modifications Requests in SAGE
Year-end Close Overview MRAM May 2024 Erick Winger Controller s Office: Finance, Planning & Budgeting
What's Different to Month-end Close? > The FY24 close calendar will be a 16-business day process. This is 6 more days than the month-end close calendar. > Differences: o Day 6 Activities Move to Day 9 o Day 10 Activities Move to Day 16 > Impact to Academy o Once payroll posts, provides more business days to review; can make needed revisions using manual or reclass journals before operational accounting closes. MRAM Erick Winger Controller s Office: Finance, Planning & Budgeting
What's the Same to Month-end Close? > Day minus 1 through Day 5 o ISD for the period must post by Sun, June 30th at midnight. o Accounting Adjustments must be approved by Sun, June 30th at 2pm. o Receiving must be completed by Sun, June 30th at midnight. o Customer invoices must be approved by Mon, July 1st at 2pm. o FY24 cash deposits must be claimed by Mon, July 1st at 2pm. > Impact to Academy o Minimizes changes so you know what to expect. It's important to meet timelines to ensure transactions are recorded in the correct period. MRAM Erick Winger Controller s Office: Finance, Planning & Budgeting
Year-end Close Timeline Day of Close Calendar Day Deadline Key Functions and types of transactions that occur each day Sun, June 30 Day minus 1 Midnight Open July ledger period in Workday (FY25) Sun, June 30 Day minus 1 2:00pm Last day to approve Accounting Adjustments for period (follows Procurement close) Sun, June 30 Day minus 1 Midnight Complete receiving of goods and services for period Close Procurement, Expenses, Capital Assets, Student Accounts Last day to post ISDs (follows Procurement close) Sun, June 30 Day minus 1 Midnight Sun, June 30 Day minus 1 Midnight Mon, July 1 Day 1 Midnight Close Banking Mon, July 1 Day 1 2:00pm In-progress customer invoices must be approved or cancelled MRAM Erick Winger Controller s Office: Finance, Planning & Budgeting
Year-end Close Timeline (cont.) Day of Close Calendar Day Deadline Key Functions and types of transactions that occur each day Mon, July 1 Day 1 5:00pm Close Customer Accounts Mon, July 1 Day 1 5:00pm Run Receipt Accrual Tue, July 2 Day 2 5:00pm Run Depreciation Tue, July 2 Day 2 5:00pm Post reversing journal Thu, July 4 Day 4 - HOLIDAY Fri, July 5 Day 5 Midnight Close Payroll; Fringe expenses post. Time of day is dependent upon Payroll processes completing and may be earlier/later than midnight. MRAM Erick Winger Controller s Office: Finance, Planning & Budgeting
Year-end Close Timeline (cont.) Day of Close Calendar Day Deadline Key Functions and types of transactions that occur each day Day 5-8 - Mon, July 8 Thu, July 11 Business days to review and make any corrections before operational accounting closes. Funding Source - final task run for period Fri, July 12 Day 9 12:00pm Fri, July 12 Day 9 2:00pm Last day to run financial allocations Fri, July 12 Day 9 2:00pm In-progress journals must be approved or cancelled Close Journals (except for Controller's Office) Fri, July 12 Day 9 5:00pm Fri, July 12 Day 9 5:00pm Close Operational Accounting MRAM Erick Winger Controller s Office: Finance, Planning & Budgeting
Year-end Close Timeline (cont.) Day of Close Calendar Day Deadline Key Functions and types of transactions that occur each day Day 10-15 - Controller's Office ONLY Mon, July 15 Mon, July 22 Tue, July 23 Day 16 5:00pm University closes Workday for fiscal year - - Wed, July 24 Wed July 31 Submit and post trial balance to State Agency Financial Reporting System (AFRS) MRAM Erick Winger Controller s Office: Finance, Planning & Budgeting
Year-end Close Discussions: May Schedule Day Meeting Wed, May 1 Shared Environments Sync Meeting: Intro to year-end close calendar Tue, May 7 Procurement Services Office Hours: Year-end close with procurement lens Wed, May 8 Shared Environments Sync Meeting: Deep dive into year-end close processes Thu, May 9 Monthly Research Administration Meeting (MRAM): Year-end close with a focus on grant reporting EWS Office Hours: Year-end close with a focus on Internal Service Delivery (ISD) reporting SE Accounting Forum: Deep dive into year-end close with a focus on the accounting Enterprise Reporting and Analytics Meeting: Review reports that can be helpful for year-end close Fri, May 10 Tue, May 14 Fri, May 17 MRAM Erick Winger Controller s Office: Finance, Planning & Budgeting
Resources > Financial Reporting Year-End Close webpage: https://finance.uw.edu/fr/year-end-close > Procurement Year-end Close webpage: https://finance.uw.edu/ps/tools-for-reconciling/fiscal- year-end > Banking & Accounting Operations: https://finance.uw.edu/bao > Annual Surveys: https://finance.uw.edu/fr/year-end-close/annual-surveys MRAM Erick Winger Controller s Office: Finance, Planning & Budgeting
GCA UPDATE MRAM May 9, 2024 Vincent Gonzalez, Associate Director Grant & Contract Accounting
AGENDA 1. Fiscal Year End Updates 2. New Reports 3. Web Updates 4. Process Changes 5. Updates on Known Issues 6. Reminders MRAM Vincent Gonzalez Grant & Contract Accounting
FISCAL YEAR END (FY24) UPDATES > One day delay in June accounting month close > One day delay in automated cost reimbursable invoices > Submit your UW Connect Cash Remittance Request Form as early as possible o Cash must be deposited at the bank on or before Friday, June 28, to be considered FY24 > Visit Procurement Services Fiscal Year End Close webpage for additional information MRAM Vincent Gonzalez Grant & Contract Accounting
NEW REPORTS > Workday Variable Reporting Period Budget Summary (BI Portal) > Workday Variable Reporting Period Transaction Summary (BI Portal) > Similar to pre-Workday BI Portal reports > Allows the user to enter a defined period to more easily isolate expenditures MRAM Vincent Gonzalez Grant & Contract Accounting
WEB UPDATES > Backlog and Workflow Tracking webpage has Tableau visualizations that show aging and a link that allow users to filter the data > New Troubleshooting Workday Issues webpage o GCA will add it to when issues are solved and permanent process changes are put in place > Award Portal Search by eGC1 Number o Recent updates are available on Award Portal homepage MRAM Vincent Gonzalez Grant & Contract Accounting
PROCESS CHANGES > Temporary Process to Change Cost Center, Assignee and Program Worktags This process is effective now through May 31 Normal process (requests via a GCA Only SAGE Modification) resumes June 3 Request Process: One (1) Worktag change GCA Only SAGE Modification 1 39 Worktag Changes Fill out Grant Worktag Update Template and send an email to GCA Help 40+ Worktag Changes - Fill Out Grant Worktag Update Template and send a UW Connect Ticket General Finance Help Request MRAM Vincent Gonzalez Grant & Contract Accounting
PROCESS CHANGES > GCA will no longer upload copies of financial reports and invoices to Workday award tasks o Copies of financial reports and invoices will continue to be available in Award Portal MRAM Vincent Gonzalez Grant & Contract Accounting
UPDATES ON KNOWN ISSUES > Resolved: Sponsor invoices with expenses in two companies > Resolved: GCA resumes fringe benefit transfers Visit the GCA Known Issues webpage for updates MRAM Vincent Gonzalez Grant & Contract Accounting
REMINDERS > Please include the SAGE Budget Snapshot link on SAGE Modifications o Includes all the information GCA needs, including F&A and APL PDC information related to subawards, which lives on the summary page o GCA will no longer accept only the Excel download o How to Include Your SAGE Budget Snapshot on a SAGE Modification Request MRAM Vincent Gonzalez Grant & Contract Accounting
QUESTIONS > Questions can be sent to gcahelp@uw.edu MRAM Vincent Gonzalez Grant & Contract Accounting
SAVE THE DATE: SPRING GCA FORUM > Spring 2024 GCA Forum will be May 30 from 11:00- 12:00 > Email with Zoom link will be sent one week prior > Materials from previous GCA Forums are available on GCA Forum webpage MRAM Vincent Gonzalez Grant & Contract Accounting
Subaward Update May 7, 2024 MRAM Amanda Snyder Office of Sponsored Programs
Where we are > OSP has 852 subaward actions in our office typical high is ~350 > Volume page updated based on MRAM feedback more transparency & detail into subaward volume > Two subaward administrator positions in the interview process > One temporary position started 5/1 > 3 Contracts Team members continue to support the Subawards Team
Reminders & Updates > Advances do not help you get a subaward setup sooner If a pending ASR or MOD is urgent because of an outgoing subaward, escalate via GCA Urgent Requests process > SAGE Subaward Request should not be submitted until the related ASR or MOD has been Processed > Review SAGE Subaward Requests for Accuracy > Include GR# for subaward and ASR or MOD number related to the subaward in Special Terms or Instructions For OSP field
Reminders & Updates > First in - first out? Not right now > Subaward Escalation process updated Follow steps outlined Please do not reach out to osp subaward inbox > Assurance requests For use when subrecipient is performing at risk or cannot work on project Continue to be high volume Working through in the order they arrive
Resources > Setup Subawards Foundational Steps Next Steps & Setup Overview > OSP: ASR, MOD, Subawards Volume > OSP Urgent Requests for ASRs, MODs, & Subawards
Required Consultation with HSD for Single IRB (sIRB) Studies Adrienne Meyer, Assistant Director of Reliances Human Subjects Division MRAM 5/9/2024
When is it applicable? The human subjects research is: non-exempt, and federally-funded or supported, and engages multiple domestic institutions, and newly approved by an IRB after January 2020, ornew NIH funding for an existing project (includes competing renewals). Federal Single IRB (sIRB) Requireme nt What is the requirement? All engaged sites must rely on a sIRB instead of conducting their own IRB review.
Who should be the sIRB? Unless specified in the FOA or the study is within an existing network with a designated IRB (e.g. NCI cIRB), there is no default IRB that must or should serve as the sIRB. The IRB of the primary awardee is not required to serve as the sIRB. Any registered domestic IRB may serve as the sIRB, including commercial IRBs. Funding Agency Policies What information do funders need? NIH: Only requires that the name of the selected sIRB be provided at JIT. AHRQ: Requires a single IRB plan with several elements as part of proposal. Other funders: Officially silent. In practice, may request confirmation at JIT that sIRB review will take place. Budget considerations, e.g. IRB review fees.
When will UW IRB agree to serve as sIRB? In general: UW IRB can often, but not always, agree to serve as the sIRB when UW is the direct awardee or has a significant leadership role. UW IRB typically does not serve as sIRB when sub-awardee, but can make exceptions. UW HSD Policy Are there costs? Possibly. UW IRB does charge for some studies, e.g. large number of engaged institutions. If UW IRB cannot be sIRB, may need to seek review from an IRB that might charge. PIs may need to budget for additional resources (e.g. FTE) to support sIRB review. UW PIs must therefore consult with HSD before submitting proposals to funders if they wish to use UW IRB as the sIRB. HSD cannot guarantee UW IRB review for any multi-institutional research for which it has not been consulted.
Consulting with HSD Consult early in the proposal preparation process! At least a few weeks before internal deadlines. PI or team provide basic study information via email at hsdrely@uw.edu. Draft materials ok. HSD Reliance Team reviews materials. May request a meeting with PI for complicated research. HSD will confirm willingness and provide a letter of support, costs estimates (for larger studies) to be included in budget, and advice on additional FTE PIs may need to support sIRB review.
More information When UW IRB can serve as sIRB: https://www.washington.edu/research/hsd/single-irb/uw-irb-as-a- single-irb/ How to request a consultation/letter of support: https://www.washington.edu/research/hsd/single-irb/uw-lead- coordinating-site/letters-support-single-irb/ Other considerations for single IRB review: https://www.washington.edu/research/hsd/single-irb/uw-lead- coordinating-site/
MRAM UPDATE UPDATES AND NEW LEARNING UPDATES AND NEW LEARNING RESOURCES RESOURCES Laurie Stephan, Associate Director for Learning Office of Research Central May 2024
LEARNING RESOURCES LEARNING RESOURCES CORE Works-in-Progress sessions Fridays at 1 pm 45-minute demonstrations of tools and tasks new to grant management Demonstrations so far Workday Fundamentals--Grant Manager Quick Start Guide Top Ten Workday Reports for Grants Managers Past session recordings posted to webpage along with tools Finance Data Group Webinars Your Crystal Ball: A Demo of the Grant Planning & Forecasting Tool, May 13 Cube Your Enthusiasm: A User Journey through the New Finance Cube, May 20 36
LEARNING RESOURCES LEARNING RESOURCES Three New SAGE Budget Job Aids SAGE Award Budget: Quick Tips for Simplifying Your Award Budget High level guide to three award budget options budgets with categorical totals budgets with unallocated totals detailed budgets SAGE Award Budget Options: How to Create a Categorical Totals Budget SAGE Award Budget Options: How to Create an Unallocated Totals Budget 37
CERTIFICATE UPDATES CERTIFICATE UPDATES Introduction to Research Administration now available Changes to three certificate required courses coming by end of year Setup and Manage Your Award Processes at Award Closeout Internal Controls One new required course: Reading the Notice of Award Two new(ish) electives: Navigating the New Frontier of Financial Reporting for Grants Managers SAGE Awards 38
BIOMEDICAL RESEARCH INTEGRITY BIOMEDICAL RESEARCH INTEGRITY September 5, 2024, and March 18, 2025 8:30 am-4:30 pm, HUB North Ballroom Format: in-person only (per updated NIH Updated Guidance) Registration: coming soon all UW employees in need of training will be accommodated Participants: NIH-funded trainees and others required to complete Responsible Conduct of Research (RCR) training as specified in the Notice of Award for the project(s) on which they are supported Policy: see the NIH Requirement and Updated Guidance More information: Visit: Biomedical Research Integrity Email: uwbri@uw.edu 39
