Sponsored Financial Reporting
Sponsored Financial Reporting (SFR) is an institutional unit that is part of the Controller's Office.
Many steps in the Sponsored Financial Reporting business processes are completed cooperatively between university departments and SFR staff accountants.
- Preparing and submitting financial reports and invoices: SFR staff accountants work with Principal Investigators and Department Administrators to prepare sponsor required financial invoices and reports. Invoices and reports are prepared based on the frequency and due date requirements established by the sponsor and written in the award documents.
- Receiving revenue: SFR collection representatives follow up with the sponsor on all past due invoices to ensure receipt of payment on invoices and work with both sponsors and acadeimic departments on quality or quantity issues related to non-payment.
- Award closeout: SFR closes all sponsored awards in the financial system once the award is over, all spending complete and all payments received.
- Audits: SFR coordinates sponsor, state and federal financial audits including the Annual Uniform Guidance (UG)/A-133 Reports of expenditures of federal awards. They provide information for the University's annual reports, supplemental schedules and consolidated financial statements.
SPA and SFR jointly maintain a website that provides information related to sponsored projects.
Frequently Asked Questions
Closing a sponsored award in Peoplesoft Financials is a joint effort between SFR and the academic departments. SFR has created a checklist (pdf) as a tool to facilitate the close out process. Below are some resources that support the process on the checklist.
A job aid and queries are available to assist department staff with NIH salary cap payroll and cost sharing calculations. Posted on July 17, 2009.
Did you know that there is a fair amount of confusion when departments calculate the cost sharing towards payroll expenses for individuals who exceed the NIH Salary Cap? To help alleviate this issue SFR and Training Services created a job aid to assist users with calculating payroll and cost-sharing associated with the NIH Salary Cap. The job aid provides a high-level summary of the NIH Salary Cap process and procedures as well as links to a helpful spreadsheet and queries payroll and accounting staff can utilize in calculating and monitoring cost-sharing for individuals exceeding the NIH Salary Cap.
The job aid (pdf) is located on the Training Services website.
Salary Cap Summary (FY1990 - FY2010)
Departments typically have 60 days or fewer after the end date of the sponsored project to record activity in the general ledger, depending on the sponsor and type of award--please read the information below. Contact your Grant Administrator in SPA or your Grant Accountant in SFR for more specific deadlines for your project.
If for some reason there is activity that belongs on a sponsored account but the deadlines have passed, contact SFR as soon as possible. The staff there can provide further guidance.
For Federal awards the University generally has 90 days to liquidate all encumbrances and submit the final financial report. In order to meet that deadline all transactions should be processed within 60 days of the end date so that the final financial report can be prepared and still allow the PI and department adequate time to review it before it is submitted to the sponsor. If departments were allowed the full 90 days to process transactions, there would not be adequate time to prepare, review, and submit the report before the sponsors deadline.
The deadlines are different if the University is a subrecipient on a Federal award. In these cases the University has 60 days to submit a final report/invoice to the institution that we received the subaward from so that they can incorporate that information into their final financial report to the prime sponsor by the 90 day deadline. For these types of awards departments would have less than 60 days after the end date to process transactions.
PeopleSoft Financials will stop any transactions beginning at 90 days after the end date.
Number of days following award termination that departmental review of financial reports and financial draw/invoice submissions are due back to SFR:
- USDA - Food and Nutrition Services - 81
- NASA - 80
- USDE - 55
- Other federal letter of credit sponsors, including DHHS and NSF - 85
- All other sponsors: 5 days before the due date stipulated in the award's terms and conditions
- Annual Reports
- PI welcome steps (docx)
- PI departure steps (docx)
- Salary Cap Summary (FY1990 - FY2010)
- Certified Approver Community of Practice
- Payroll and cost share calculation worksheet (xlsx)
- Sample Invoice (pdf)
- Sample Federal Financial Report (pdf)
- Sample Federal Request for Payment (pdf)
- Financial system closeout checklist for sponsored projects (pdf)
- Clinical trial invoice template (xlsx)
Business Processes & Functions
AR01 Item entry
AR02 Payment Entry, incl Lockbox, Dept Deposits
AR04 Payment Application, incl Payment Predictor
AR06 Collections, incl Customer Correspondence
AR07 Analyze Receivables, incl Aging
AR08 Item Maintenance
AR09 Sales Tax Reporting
AR10 Merchant Card Processing, incl PCI DSS
AR11 AR Maintenance
AR80 Batch Processing
BI01 Customer Maintenance
BI02 Create Bills
BI05 Finalize and Print
BI06 Adjust Bills
BI08 BI Maintenance
BI80 Batch Processing
Grants, Projects, Contracts
GPC01 Award Close Out
GPC03 Establishing Sub recipients
GPC04 Grants Analysis
GPC05 Grants Maintenance
GPC06 Management Reports
GPC08 Managing Award Billing
GPC09 Managing Awards
GPC11 Managing Financial Reporting
GPC12 Managing Program Income and TIP
GPC13 Modifying Awards
GPC14 Preparing Proposals, incl EGMS
GPC80 Batch Processing
GPC99 Nonsponsored Projects
GPC99 Sponsored Budget Inquiry