NCURATV 2008 Satellite Broadcast Workshop Series

Managing Cost Issues

January 22, 2008

11:30 am – 3:30 pm EST

Moderator

Jerry Fife, Assistant Vice Chancellor for Research Finance, Vanderbilt University

Panelists

Rob Barbret, Associate Director of Financial Operations, University of Michigan

Tracey Fraser, Associate Controller, Post Award Administration, California Institute of Technology

Brian Squilla, Administrative and Financial Officer, Department of Pathology, University of Pennsylvania

Time

EST / Segment Time /

Main Topic

/ Key Issues / Supplemental Information
10:30 / 01:00 / Test slate / Test Slate
11:30 / 00:05 / Welcome / Kathleen Larmett
11:35 / 00:05 / Introduction
11:40 / 00:35 / Personnel and payroll issues / §  Salary issues
§  Where is the guidance?
§  Current issues
§  Clerical/administrative costs
§  Summer pay
§  Additional pay
§  Internal consulting
§  Leave costs
§  Current audit environment / OMB Circular A-21, Section J.10 http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html#j
OMB Circular A-21 Clarification:
http://www.whitehouse.gov/omb/memoranda/m01-06.html
Cal Tech NSF OIG Audit: http://www.nsf.gov/oig/07-1-013_California_Institute_of_Technology.pdf
OMB Circular A-21, F.6.b
http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html#f
NIH Grants Policy Statement, Salaries and Wages http://grants.nih.gov/grants/policy/nihgps/part_ii_4.htm#salarieswages
OMB Circular A-21, Section J.10 http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html#j
OMB Circular A-21, Section J.40 http://www.whitehouse.gov/omb/circulars/a021/a021.html
NIH Grants Policy Statement, Salaries and Wages http://grants.nih.gov/grants/policy/nihgps/part_ii_4.htm#salarieswages
NSF OIG website: http://www.nsf.gov/oig/pubs.jsp
12:15 / 00:20 / Cost transfers / §  What are cost transfers?
§  Where’s the guidance on cost transfers?
§  Which transfers are problematic?
§  What steps can be taken to mitigate cost transfer risk?
§  Current audit environment / OMB Circular A-21 C4b
http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html#c
NIH Grants Policy Statement
http://grants.nih.gov/grants/policy/nihgps_2003/NIHGPS_Part5.htm#_Toc54600120
HHS OIG Website:
http://www.oig.hhs.gov/oas/oas/nih.html
Thomas Jefferson University Audit:
http://oig.hhs.gov/oas/reports/region3/30503300.htm
University of Chicago
Audit:
http://oig.hhs.gov/oas/reports/region5/50500047.pdf
University of Rochester Audit:
http://oig.hhs.gov/oas/reports/region2/20502000.pdf
12:35 / 00:25 / Cost sharing management and companion accounts / §  What are the different types of cost sharing
§  Where’s the guidance on cost sharing?
§  The impact of cost sharing
§  What are the ways in which cost sharing is tracked?
§  What challenges are encountered with cost sharing?
§  Proposal stage
§  Award stage
§  Closeout stage
§  F&A issues relating to cost sharing
§  How do you mitigate cost sharing risks?
§  Current audit environment / OMB A-110:
http://www.whitehouse.gov/omb/circulars/a110/a110.html#2
Definition:
http://www.whitehouse.gov/omb/circulars/a110/a110.html#23 sets out criteria
OMB Clarification:
http://www.whitehouse.gov/omb/memoranda/m01-06.html
NSF OIG website: http://www.nsf.gov/oig/pubs.jsp
Georgia State Audit:
http://www.nsf.gov/oig/06-1-024_Georgia_State_University.pdf
Hawaii Audit:
http://www.nsf.gov/oig/06-1-020_University_Of_Hawaii.pdf
Cal Tech NSF OIG Audit: http://www.nsf.gov/oig/07-1-013_California_Institute_of_Technology.pdf
1:00 / 00:30 / Break for Lunch
NCURA Upcoming Events
1:30 / 00:05 / Welcome back / Kathleen Larmett
1:35 / 00:10 / Costing sharing
(continued)
1:45 / 00:25 / Costing and billing service centers / §  Definition/guidance regarding service centers
§  Examples of service centers
§  How does your service center policy operate?
§  How do you successfully manage service centers? / OMB Circular A-21,Appendix B
http://www.whitehouse.gov/omb/procurement/index_casb.html
OMB Circular A-21, J. 47
http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html
OMB Circular A-133, Compliance Supplement
http://www.whitehouse.gov/omb/circulars/a133_compliance/07/07toc.html
HHS Best Practices Manual http://rates.psc.gov/fms/dca/C&U%20Review%20Manual.pdf
HHS OIG Website: http://oig.hhs.gov/oas/reading/nih.html
2:10 / 00:25 / Allowability of certain troublesome costs / §  What are troublesome costs?
§  Framework for making decisions
·  Personal vs. business purpose
·  Is the cost reasonable?
·  Direct vs. indirect
§  Audit activity in this area
/ OMB A -21 C. 2 http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html#c
OMB A-21 C.4 http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html#c
OMB Circular A-21, D.1 (Direct Costs), E.1 (F&A Costs) & F.6.b (3)
http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html
2:35 / 00:10 / Break
NCURA Upcoming Events
2:45 / 00:05 / Welcome Back / Kathleen Larmett
2:50 / 00:25 / Procurement cards / §  What are procurement cards?
§  Are procurement cards friend or foe?
§  What kind of guidance is there for Pcards and where can it be found?
§  What are the compliance and/or audit risks associated with Pcards?
§  How does your institution manage the compliance challenges? / University of Michigan’s Pcard Website:
http://www.procurement.umich.edu/pcards.html
University of Pennsylvania’s Pcard Website:
http://www.purchasing.upenn.edu/buytools/card.php
Vanderbilt University Pcard Website: http://www.vanderbilt.edu/procurement/pcard/default.shtml
California Institute of Technology’s Pcard Website:
http://procurement.caltech.edu/purchasing/PurchasingPolicy.pdf
3:15 / 00:10 / Summary and conclusions
3:25 / 00:05 / Broadcast wrap up / Kathleen Larmett
3:30 / 3:30

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