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Post-Award Accounting

UFDC Office of Research Grants Accounting Core

Procedures and Responsibilities

The Grants Accounting Core will provide post-award administration and accounting for all sponsored research and restricted funds to the College of Dentistry administration, departments and centers. In addition, the core will provide fiscal reports and reconciliation for non-restricted accounts such as IDC and miscellaneous donors.

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

Principal Investigator

  • Read and understand award guidelines
  • Ensure compliance with all university and agency policies
  • Review fiscal reports on regular basis, with particular attention to effort distributions and reasonable and allocable expenditures
  • Provide departmental fiscal staff and grants accounting core with lab contacts for purchasing and receiving of research/lab materials, equipment and supplies
  • Provide grants accounting core and departmental administrator with staff effort distribution requests for sponsored research funds
  • Provide grants accounting core with F&A distributions for all new awards and changes to existing allocations to ensure IDC returns are distributed as desired
  • Certify staff effort ensuring compliance to proposal and award specifications
  • Complete progress reports and required close-out documents on time

Chair/Director

  • Review and approve faculty and staff commitments at the proposal level
  • Knowledge of current grant awards within department
  • Oversight of faculty effort supported by grants
  • Ensure compliance with all university and agency guidelines
  • Ensure 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
  • Ensure compliance with all university and agency policies
  • Manage the hiring of grant personnel and meet all HR requirements for employees appointed to grant projects, including informing Grants Accounting Core of staffing appointments to ensure distribution to appropriate funding source
  • Complete commitment form for faculty associated with grant awards and submit form to Contracts & Grants and Office of Research
  • Enter faculty and staff effort in accordance with award guidelines
  • Ensure travel authorizations and expense reports are appropriate and completed within the time allotted as indicated by the university and agency
  • Assist faculty with progress reports and required close-out documents when needed
  • Preparation of Center reports

Lab Manager

  • Serve as the PI’s designee for purchasing and receiving
  • Ensure compliance to all university and agency guidelines
  • Purchase lab supplies with the use of purchase orders and/or PCards ensuring appropriateness of expenditure
  • Ensure receipt of all purchases with proper documentation
  • Provide departmental fiscal staff with packing slips and invoices on a daily basis to ensure timely processing of expenditures
    • Invoices and packing slips must include:
      • signature of the PI or designee
      • date of receipt
      • expenditure funding source/project number

Departmental Fiscal Staff

  • Ensure compliance with all university and agency guidelines
  • Assist faculty and lab managers with purchase orders for maintenance agreements and equipment purchases when needed
  • Process all invoices to the correct funding source as indicated by PI and lab managers, ensuring appropriateness
  • Reconcile PCard charges
  • Complete journal entries as need to correct discrepancies
  • Provide complete and well organized fiscal documentation to grants accounting core for monthly reconciliation
    • Invoices should include:
      • voucher number on first page
      • total amount of expense on front page (i.e. if more than one invoice is combined into one expenditure)
      • if the expenditure is paid from two or more funding sources indicate exact amounts and funding sources
      • provide any special purchasing justification for questionable expenditures

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.

Senior Grants Specialist – Ronda Breton

  • Liaison to UF Sponsored Programs and UF Contracts and Grants
  • Assist Departmental Administrators with yearly budget preparation, focusing on research funding
    • Award administration focusing on accounting
    • Manage T90, R90, F31 and F32 training grants, including pre & post-doctoral appointments, terminations and LOAs
    • Enter payroll distributions for all grant personnel
    • Enter budget transfers
    • Meet on a regular basis with PI and departmental administrator for financial planning and review of expenditures
    • Prepare annual progress report for T90 and R90 training grants under the PI’s direction
    • Perform audits of sponsored research accounts ensuring compliance with University and agency guidelines focusing on award administration and accounting
    • Monitor closing of projects, ensuring all UF and agency guidelines are met

Grants Specialist – MarQuelle Rawls

  • Provide project summary reports to PI and departmental administrator including payroll and transaction details
  • Analyze all grant accounts on a monthly basis including IDC accounts
  • Meet on a regular basis with PI and departmental administrator for financial planning and review of expenditures
  • Troubleshoot award and accounting problems
  • Serve as liaison between PI and sub-awards to ensure consortium agreements are established
  • Serve as liaison to Contracts and Grants ensuring timely processing of sub-award invoice payments
  • Assist with audits of sponsored research accounts ensuring compliance with university and agency guidelines focusing on award administration and accounting

Grants Assistant – Lori Wooten

  • Reconcile all grant accounts on a monthly basis including IDC accounts
  • Enter new and revised F&A distributions into F&A manager
  • Troubleshoot award and accounting problems
  • Assist with audits of sponsored research accounts ensuring compliance with university and agency guidelines focusing on award administration and accounting
  • Assist with closing of projects ensuring UF and agency guidelines are met

Grants Accounting Core Contact Information

Ronda Breton – Senior Grants Specialist

Room #: D3-43C

Phone: 352-273-8832

Email: rbreton@dental.ufl.edu

MarQuelle Rawls – Grants Specialist

Room #: D3-43B

Phone: 352-273-9276

Email: mrawls@dental.ufl.edu

Lori Wooten – Grants Assistant

Room #: D3-43

Phone: 352-273-7254

Email: lwooten@dental.ufl.edu

Please see the following page for vital workflow charts. Purchasing, Receiving, Disbursement and Reconciliation Document Flowchart

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