3:30 p.m.
Dear Faculty,
I am writing to inform you about important trainings related to research project fiscal
management, and also to let you know you can use Outlook to schedule meetings with me
Monday and Wednesday afternoons (3:30-5:30) at the Main or Downtown campuses. If you use
your Calendar to make an appointment, you can see if the time is free. If so, book time
and I’ll confirm the appointment. Please don’t plan on meeting or my being at either
location if no appointment has been set, though.
"Faculty Hours” Appointments: In-person or by phone (210-458-2032)
You can use your Outlook Calendar to request/schedule a 30 minute meeting with me
Main Campus (MB 3.304D): Mondays from 3:30-5:30
Downtown Campus (DB 4.337): Wednesdays from 3:30-5:30
For other times, please email me to coordinate schedules
If you are the PI on an externally funded research project/grant please consider attending
these trainings if you have not already. Most have multiple training dates, but not all.
This first training explains the processes and responsibilities of research project
administration at UTSA and should be attended by all PIs. This is not only for faculty,
but also staff and student workers who are newly involved with sponsored research
programs.
FS0128 - Introduction to Research Administration
Date: Tuesday, October 1, 2019
Time: 10:00 AM - 11:30 AM
Location: DB 3.202
The following four trainings are important for PIs with large grants ($100K total award),
multi-year projects, and those with student or faculty appointments. The first is about
how to access and use information on your projects. The second training will help you know
to whom to turn for assistance, and what they will be doing to assist you (and what
information administrative staff need from you to do their job). The third is about the
types of contracts and agreements that PIs in larger, collaborative and service-related
grants are increasingly finding essential to their projects. Finally, attending this
introduction to the monthly financial account reconciliation process will help you become
informed about the account statements you must sign each month.
AM0579 - Financial Management and Reporting Tools for Sponsored Projects
Date: Thursday, September 19, 2019
Time: 09:00 AM - 11:00 AM
Location: NPB 1.412
AM0549 - Office of Research Administrative Contacts Training
Date: Friday, September 27, 2019
Time: 10:00 AM - 11:30 AM
Location: DB 3.202
AM0541 - Business Service Contracts: Processes & Procedures
Date: Tuesday, November 5, 2019
Time: 10:00 AM - 11:30 AM
Location: SU 2.01.26
See descriptions below, and sign up at
https://mytraining.utsa.edu/classroom/<https://nam03.safelinks.protect...
Thank you,
Michael
Michael J. Karcher, Ed.D., Ph.D.
Associate Dean for Research
Professor of Educational Psychology
College of Education and Human Development, University of Texas at San Antonio
501 Cesar Chavez Blvd., Suite DB 4.337 (DT); MB 3.476 (Main Campus)
San Antonio, TX 78207
(210) 458-2032; 458-2650 (department)
michael.karcher@utsa.edu<mailto:michael.karcher@utsa.edu>
FS0128 - Introduction to Research Administration
Date: Tuesday, October 1, 2019
Time: 10:00 AM - 11:30 AM
Location: DB 3.202
Introduction to Research Administration is a short survey course designed to help
individuals build a foundational body of knowledge within research administration.
Coursework focuses on familiarity with the terms, basic concepts, policies and practices
within the field of research with a view towards how they are applied
By attending this course, participants will be able to:
1. Understand the UTSA research enterprise
2. Summarize current issues within Research Administration
3. Define some common research administration vocabulary
4. Describe the role of a research administrator Identify the offices responsible for
support and oversight of sponsored projects within the university
AM0579 - Financial Management and Reporting Tools for Sponsored Projects
Date: Thursday, September 19, 2019
Time: 09:00 AM - 11:00 AM
Location: NPB 1.412
By attending this course, participants will be able to: - Obtain a high level overview of
proposals, awards, expenditures, trends, and burn rate - Use interactive tools for
identifying fund availability, cost overruns, slow/fast spend - Identify anomalies such as
negative balances, old encumbrances, unspent cost share - Successfully set up and run the
Sponsored Award Summary Report and Sponsored Project Summary Report - Interpret report
results. Having visibility and access to various financial reports and dashboards is
critical to the successful management, analysis, monitoring, and reporting of external
funding sources. This session will demonstrate the following financial management and
reporting tools useful for sponsored projects: - Research Performance and Expenditure
Dashboard - Burn Rate Report - Sponsored Award Summary Report - Sponsored Project Summary
Report The Research Performance Dashboard covers the pursuit of outside research funding
through grants, contracts and subcontracts. The Research Expenditure Dashboard provides an
insight into UTSA research expenditures, current trends, projections and detailed college
level expenditures. Each college level report is equipped with a 'Sponsored Project
Burn Rate Report' to track sponsored projects on a monthly basis. The Sponsored Award
Summary Report provides a summary of each Award (including subawards) by budget account.
This report is used to review billing, receivables, budget status, and cost share
information for an award. The Sponsored Project Summary Report provides a summary of
Project ID activity by budget account.
AM0549 - Office of Research Administrative Contacts Training
Date: Friday, September 27, 2019
Time: 10:00 AM - 11:30 AM
Location: DB 3.202
By attending this course, • Participants will be able to view available budgets and
balances for sponsored projects in PeopleSoft. • Participants will learn the definitions
of allowable, allocable, and reasonable costs as related to sponsored projects. •
Participants will be able to identify when a cost transfer is required to correct
expenditures, including salary and wages. • Participants will learn about cost sharing,
purchase orders, vouchers and travel as related to sponsored projects • Participants will
learn about Research Service Centers (RSCs) and Grants, Contracts, and Financial Services
(GCFS). This course will allow administrative support staff to identify the processes
related to sponsored programs at UTSA. Presenter will discuss Uniform Guidance guiding
principle of allowable, allocable, and reasonable costs. Participants will learn how to
view available project budgets and balances in PeopleSoft. Eforms, purchase orders,
vouchers, and travel related costs for projects to be covered. Other topics will include
cost sharing definition and procedures; cost transfers; budget transfers; and IDT
processing for sponsored projects.
AM0541 - Business Service Contracts: Processes & Procedures
Date: Tuesday, November 5, 2019
Time: 10:00 AM - 11:30 AM
Location: SU 2.01.26
Goal: To gain an understanding of the processes, procedures, and requirements related to
the development and completion of various types of University agreements. An overview of
the processes and procedures related to the submission, routing, and execution of various
types of University business service contracts. Information will be provided on the
various types of agreements executed by UTSA, the importance of proper scope for an
agreement, the appropriate method for submission and routing agreements, timelines for
completion, and techniques for expediting the process, including use of Business
Contracts™ electronic submission process through Total Contracts Manager. Participants
will learn the final signature procedures as well as the individuals who have been
delegated the authority to sign agreements on behalf of UTSA. Participants will also
receive a brief outline of the basic requirements for an enforceable and compliant
agreement.
PS0207.01 - Monthly Financial Report Reconciliation using UTShare/PeopleSoft (formerly
Statement of Accounts)
Date: Wednesday, October 16, 2019
Time: 01:00 PM - 04:00 PM
Location: NPB 1.412
This course will demonstrate how to complete your Monthly reconciliation using the
Reconciliation ToolBox and the Monthly Financial Report. Please feel free to bring
current transactions for at least one of your cost centers that you are currently trying
to reconcile - i.e. requisitions, purchase orders, supply order invoices, any other
expense / revenue records you may have - to class. There will be a hands on portion
you'll be able to work your own information. Identify Budgetary Accounts.
· Understand the capabilities of the Monthly Financial Report.
· Successfully setup and run the Monthly Financial Report.
· Interpret the report results.
· Use Budget Overview to view transaction source and other details as necessary.
· Reconcile Monthly Financial Report information to departmental records.
· Complete the monthly reconciliation process