|
The Office of Sponsored Programs publishes OSP News Items to disseminate internal policy and procedure changes.
2006
May 24. OSP Overdraft Deadlines for Year End (Memo issued by
Mary Johnson, Associate Director, OSP)
As we near the end of the fiscal year it is important to remember that NO
UNFUNDED OVERDRAFTS CAN REMAIN ON ANY WBS ELEMENT AT JUNE 30th. Due to the
closing of the fiscal year, it is necessary to begin clearing unfunded
overdrafts with the MAY 2006 (06/04/06) fiscal month end expenses.
Since a department can execute their own ZF109 "Sponsored Program One Line
Summary" report, the Office of Sponsored Programs (OSP) will NOT be sending
paper Overdraft reports to departments. Instructions for executing the
ZF109 report are available on the OSP website.
To determine if you have an overdraft, review the following columns of the
ZF109 Report:
- PROJECT WITH AWARD: If AwardvsExpense column is NEGATIVE = OVERDRAFT
Project with NO Award: If RevenuevsExpense column is POSITIVE = OVERDRAFT
Please be assured that our office is prepared to work diligently to ensure
that FUNDED overdrafts are not written off. If the ZF109 indicates an
OVERDRAFT, but you believe that the overdraft is "FUNDED", please email the
OSP Supervisor assigned to your project immediately. To ensure that OSP
reviews the email prior to the write off, the email MUST indicate
'OVERDRAFT' in the subject line.
The contact list of the OSP Departmental Assignments is available on the OSP website.
In order to better serve you and ensure that overdrafts are not written off
in error, please be sure to:
**Indicate 'OVERDRAFT' in the subject line of email or FAX.
**Address ALL OVERDRAFT correspondence ONLY to assigned OSP Supervisor.
**If additional funding was received, please provide proof of funding.
**Explanations to avoid a write off must be reasonable and verifiable.
**Payroll forms should be marked "OVERDRAFT" and faxed to the OSP
Supervisor. Process original payroll forms as normally required.
**Parent/Sub codes with award amount will be viewed individually for overdraft.
**Parent/Sub codes with total Award allocated to Parent only: OSP will reallocate
award from Parent to subs using G/L 099600 (plan pending budget) up to overdraft amount.
**JVs write offs processed by OSP can be identified by Reference: PERIOD XX OD WO.
Below are OSP deadlines that will assist you in planning for a smooth year
end close-out.
- June 12, 2006 - Period 11 Financials are available
- June 23, 2006 - Department Deadline Period 12 Cost Transfer Only forms
- June 30, 2006 - Last day of FY 2006
- July 6, 2006, 8am - Department DEADLINE 3xx unfunded Period 11 OVERDRAFTS.
Must move overdraft or provide email explanation to OSP
- July 11, 2006 12pm - Accounting Services JV cut off for all Users Period 12
- July 11, 2006 2pm - Indirect Costs for Period 12 booked
- July 12, 2006 - Period 12 Financials are available
- July 14, 2006 5pm - Department DEADLINE 3xx unfunded Period 12 OVERDRAFTS.
Must move overdraft or provide email explanation to
OSP.
- July 18, 2006 5pm - Accounting Services JV cut off for all Users Period 13
- July 19, 2006 8am - Indirect Costs for Period 13 booked
- July 21, 2006 - Period 13 Financials are available
- July 24, 2006 - Department Deadline Period 01 Cost Transfer Only forms
- July 25, 2006 5pm - OSP deadline 3xx unfunded Period 13 OVERDRAFTS
- July 29, 2006 - FY 2006 Final Financials are available
NOTE: If you have any questions regarding this memo, please contact
Mary Johnson, Associate Director, OSP, at Mary.Johnson@duke.edu or 668-5851.
__________________________________________
Mar. 30. OSP News Items: 39X Code Contacts Change; ORS Takes Responsibility for Processing Patent/Invention Reports; New Plan GL Account Established – 099600 Plan Pending Budget from Department
39X Codes
Effective immediately, Cost Objects beginning with 39x have been assigned to Heather Webb, Senior Specialist, Office of Sponsored Programs (OSP). Viki Newkirk is in the process of responding to "old" questions and requests. Please send all questions or requests regarding 39x codes to heather.webb@duke.edu or call her at 668-5857.
Patent/Invention Reports
Effective February 15, 2006, the pre-award offices (Office of Research Support or Office of Research Administration) have taken the responsibility of submitting to Sponsors annual and final Patent Reports or Final Inventions Statements. Since this report does not require any financial data, all agreed that it would be more efficient for the pre-award offices to process these reports. OSP will continue to process and submit Patent Reports or Final Inventions Statements that were due prior to February 15, 2006.
New Plan GL Account-0996 Plan Pending Budget
A new Plan GL Account has been established - 099600 Plan Pending Budget From Department. When an award is received by OSP that does not equal to the proposed budget, OSP routinely requests from the department a revised budget breakdown that is equal to the award. The revised budget must be submitted and approved by the pre-award office. Pending receipt of the revised budget, OSP will allocate the awarded amount to GL 099600 for direct costs and GL 694600 for the indirect costs. This new process will alert the department and the Management Center that the award has been received but is pending a revised budget equal to the award amount.
__________________________________________
For additional information regarding OSP News Items, please contact Mary.Johnson@duke.edu, Office of Sponsored Programs.
Last updated, March 20, 2007.
|
