Sponsored Programs Accounting (Spa)

GRANT COORDINATOR MEETING 9/13/12

SPONSORED PROGRAMS ACCOUNTING (SPA)

eDataFM Report Update

Sponsored Programs Accounting recently finished up four demos of the Sponsored Programs Financial portal in eData QA. If you were unable to attend the demo, you can find a copy of the handout in CyPoint ( under Kuali Financial Systems  Shared Documents  SPA Financial Report Handout Demo.

In addition, you can find Financial Accounting and Reporting’s demo handouts in the same Shared Documents link under Cognos Demo Group Handouts.

To get to eData QA, log into Access Plus and click on the uBusiness tab. There should be a menu option on the left for Data Warehouse  e-Data QA. If you do not have that menu option, please contact Kevin DeRoos at or 294-8829 to obtain access.

Please note that these sessions were demo sessions only. Complete training sessions will be offered at a later date.

Revision of Subcontractor Invoices

When ISU issues a subcontract from a sponsored agreement, a purchase order (PO) ending in -23 is created. Invoices submitted from the subcontractor come to Sponsored Programs Accounting for review of content such as the signed certification statement and balanced against prior invoices. Once approved by SPA, it is then attached to a Voucher Document ( VO) and routed for approval.

If you receive a VO for approval but need to have the payment amount revised, please do not change the dollar amount in the VO system. Instead return the VO to Accounts Payable asking them to cancel the VO. Contact your Sponsored Programs Accountant with the revised information and we will start the payment process over again. This gives the accountant the ability to review the revisions made and have the proper records in the award file.

New U.S. Government-owned Property Control Manual

In response to a finding from a recent Office of Naval Research (ONR) property review, a U.S. Government-owned Property Control manual was created to provide general instructions and procedures for ISU departments to use in controlling and managing U.S. Government-owned property held by ISU. U.S. Government-owned property includes both U.S. Government-furnished property and property acquired by ISU where the title vests with the U.S. Government.

This manual can be found on the Sponsored Programs Accounting website ( under the Equipment heading.

Transfer or Sale of ISU Property

When a PI leaves ISU to go to a different institution, there are many factors which need to be considered if the PI wants to take any property or equipment with him or her to the new institution. If the equipment was purchased with sponsored funding, some factors to consider include:

• Is the research project still on-going?
• Is the sponsored program account still active? If so, will the project be transferred to the new institution?
• Does the title to the equipment vest with ISU or the sponsor?
• Does the department have other research projects which currently utilize the equipment?

To find the answers to these questions and more, please see the Equipment Transfers and Sales handout available on the Sponsored Programs Accounting website under the Equipment heading.

If you have additional questions regarding the transfer or sale of equipment on sponsored funding, please contact the SPA Manager.