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UFCD Post-Award Accounting

UFDC Office of Research Grants Accounting Core

Procedures and Responsibilities

The Grants Accounting Core provides post-award administration and accounting for all sponsored research and restricted funds.  The Core also provides fiscal reports and reconciliation for non-restricted accounts such as IDC and miscellaneous donors to the College of Dentistry Administration, the Department of Oral Biology, all departments within the School of Advance Dental Sciences and Restorative Dental Sciences.

Listed below are the roles and responsibilities of each individual who plays an intregral part of the college’s post-award administration and research accounting.

Principal Investigator

  • Reads and understands award guidelines
  • Ensures compliance with all university and agency guidelines
  • Reviews fiscal reports on regular basis, with particular attention to effort distribution and the allowability and allocability of all expenditures
  • Provides departmental fiscal staff and grants accounting core with lab contacts for purchasing and receiving of research/lab materials, equipment and supplies
  • Provides grants accounting core and departmental administrator with staff effort distribution requests for sponsored research funds
  • Provides grants accounting core with F&A distributions for all new awards and changes to existing allocations to ensure IDC returns are distributed as desired
  • Certifies staff effort ensuring compliance to proposal and award specifications
  • Completes progress reports and required close-out documents on time

Chair/Director

  • Reviews and approves faculty and staff commitments at the proposal level
  • Knowledge of current grant awards within department
  • Oversight of faculty effort supported by grants
  • Ensures compliance with all university and agency guidelines
  • Ensures that staff provide the Core with all necessary information and documentation in a timely manner

Departmental Administrator

  • Proposal development and submission
  • Knowledge of current grant awards
  • Understands award guidelines
  • Ensures compliance with all university and agency guidelines
  • Manages the hiring of grant personnel and meet all HR requirements for employees appointed to grant projects, including informing Grants Accounting Core of staffing appointments and distribution to appropriate funding source
  • Enters faculty and staff effort in accordance with award guidelines
  • Ensures travel authorizations and expense reports are appropriate and completed within the time allotted as indicated by the university and agency
  • Assists faculty with progress reports and required close-out documents when needed

Lab Manager

  • Serves as the PI’s designee for purchasing and receiving
  • Ensures compliance to all university and agency guidelines
  • Purchases lab supplies with the use of purchase orders and/or PCards ensuring appropriateness of expenditure
  • Ensures receipt of all purchases with proper documentation
  • Provides departmental fiscal staff with packing slips and invoices on a daily basis to ensure timely processing of expenditures
  • Invoices and packing slips must include: 1. signature of the PI or designe, 2. date of receipt, 3. expenditure funding

Departmental Fiscal Staff

  • Ensures compliance with all university and agency guidelines
  • Assists faculty and lab managers with purchase orders for maintenance agreements and equipment purchases when needed
  • Processes all invoices to the correct funding source as indicated by PI and lab managers, ensuring appropriateness in allowability/allocability
  • Reconciles PCard charges
  • Completes journal entries as need to correct discrepancies
  • Provides complete and well organized fiscal documentation to grants accounting core for monthly reconciliation
  • Invoices should include: 1. voucher number on first page, 2. total amount of expense on front page (i.e. if more than one invoice is combined into one expenditure), 3. if the expenditure is paid from two or more funding sources indicate exact amounts and funding sources, 4. provide any special purchasing justification for questionable expenditures
Fiscal Staff Contact Information

School of Advance Dental Sciences   

Melinda Williams – Fiscal Assistant, Room #: D10-33         Phone: 352-273-5692      Email: mcwilliams@dental.ufl.edu

Department of Oral Biology

Misty GriffisSenior Fiscal Assistant, Room #: D5-29        Phone: 352-273-8831     Email: mgriffis@dental.ufl.edu

Restorative Dental Sciences

Selenia RubioProgram Assistant, Room #: D9-7B           Phone: 352-273-5831     Email: srubio@dental.ufl.edu

Grants Accounting Core

Primary responsibilities are outlined below. Both the senior grants specialist and the grants specialist will share responsibilities serving as back-up to one another and be available to assist with award administration and research accounting needs.

Ronda Breton – Sr. Grants Specialist, Room #: D3-43C        Phone: 352-273-8832     Email: rbreton@dental.ufl.edu

  • Liaison to UF Sponsored Programs and UF Contracts and Grants
  • Assists Departmental Administrators with yearly budget preparation, focusing on research funding
  • Awards administration focusing on accounting
  • Manages T90, R90 and F31 training grants, including pre & post-doctoral appointments, terminations and LOAs
  • Enters payroll distributions for all grant personnel
  • Meets on a regular basis with PI and departmental administrator for financial planning and review of expenditures
  • Prepares annual progress report for T90 and R90 training grants under the PI’s direction
  • Performs audits of sponsored research accounts ensuring compliance with University and agency guidelines focusing on award administration and accounting
  • Monitors closing of projects, ensuring all UF and agency guidelines are met

 MarQuelle Rawls – Grants Specialist, Room #: D3-43B         Phone: 352- 273-9276      Email: mrawls@dental.ufl.edu

  • Serves as liaison to Contracts and Grants ensuring timely processing of sub-award invoice payments
  • Enters new and revised F&A distributions into F&A manager
  • Reconciles all grant accounts on a monthly basis including IDC accounts
  • Troubleshoots award and accounting problems
  • Assists with audits of sponsored research accounts ensuring compliance with university and agency guidelines focusing on award administration and accounting
  • Assists with closing of projects ensuring UF and agency guidelines are met

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