G to P Conversion. November 2015

Transcription

1 G to P Conversion November 2015

2 11/16/2015 NIH Domestic Awards transition to PMS Subaccounts G TO P CONVERSION 2

3 11/16/2015 Statistics NIH Guide Overview What this means for BU What this means for YOU 3

4 11/16/2015 STATISTICS 4

5 11/16/2015 Statistics Row Label Grant Count Unique Recipients One-time mid-segment closing, new funds will require new grant, subject to soft close Regular annual, new funds will require new grant

6 11/16/2015 NIH GUIDANCE OVERVIEW 6

7 NIH Guidance Overview 11/16/2015 Notice Overview: NOT-OD /120 Current Process Most payments for NIH domestic awards are currently made via pooled accounts in Payment Management System (PMS), which is a centralized grants payment and cash management system operated by the Division of Payment Management (DPM) Health and Human Services (HHS) Boston University draws one lump sum of reimbursement each month for all NIH grant awards New Process NIH is transitioning payment for all new and continuing domestic awards from PMS pooled accounts (G accounts) to PMS subaccounts (P subaccounts) effective October 1, 2015 Boston University will now draw reimbursement each month by individual grant awards 7

8 NIH Guidance Overview 11/16/2015 Notice Overview: NOT-OD /120 Current Process All Awards = $10m (reported quarterly) New Process Document # = $250K Document # = $200K Document # = $150K Document # xxxxxxxxx Document # xxxxxxxxx Document # xxxxxxxxx Total = $10m (reported monthly and quarterly) 8

9 11/16/2015 WHAT THIS MEANS FOR BU 9

10 What this means for BU 11/16/2015 Funds are drawn from the PMS via a Document Number This Document Number is a unique number that is assigned to individual Grant Numbers at BU With the transition from G to P, each affected award is getting a new Document Number Boston University will have to assign a new Grant Number and new Internal Order Number to account for this change in Document Number PAFO must submit a Federal Financial Report (FFR) to close down the affected award. This is not typical for a standard R01, the FFR is done at the end of the Project. 10

11 11/16/2015 WHAT THIS MEANS FOR YOU 11

12 What this means for YOU 11/16/2015 Your affected Grant will be assigned a new Grant and Internal Order Number PAFO will provide the list of affected grants to all PIs who request it Your old Grant and Internal Order Number must be closed out Your old number(s) will have the project end date back dated to old date Your new number(s) will list the new shortened time period only There will be no change to any subaward agreements. PAFO will simply add a new line to the existing FRN with the new grant number. The Department and PI will not have to do anything. If you have a limit order open, you will have to close that order and open a new one under the new grant number If you have a material order open, the Sourcing Department can change the old grant number to the new one PAFO will assist departments with this task 12

13 What this means for YOU 11/16/2015 The Department and PI will have to re-direct payroll to the new grant number For any grant that has less than 25% balance available, PAFO will do a soft close for the FFR. For any grant that has a balance greater than 25%, a hard close will have to be completed. What is a soft close? Only applicable if the account in question has an unspent balance less than 25% on the current budget end date The FFR expenditures spent to date will reflect everything as of the last day of the budget period only Any carry forward above that will be automatically transferred to the new grant number When completing the FFR, PAFO will not take into account any expenditures that were incurred before the end date but not yet posted. 13

14 What this means for YOU 11/16/2015 What is a hard close? Only applicable if the account in question has an unspent balance greater than 25% on the current budget end date PAFO will work with the department to take into account any expenditures that were incurred before the end date but not yet posted The FFR should reflect the true amount of expenditures to date 14

15 What this means for YOU 11/16/2015 Carryforward Example: C:\Users\hartigan\Desktop\CF Example.xlsx 15

16 What this means for YOU 11/16/2015 Carryforward Authorization If your award is under expanded authorities, once the FFR is accepted, NIH will transfer the unspent funds from the old account to the new one. Once this takes place, PAFO will update your new grant number If your award is not under expanded authorities, you are still obligated to submit a carryforward request letter to the NIH Program Manager through Sponsored Programs 16

17 11/16/2015 QUESTIONS? 17