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