Slide 1
Outgoing Subawards
Financial Process Tips
Slide 2
Agenda
After today’s presentation you will be able to:
Provide accurate and complete budgets
Complete the financial information on infosheets correctly
Understand the subaward internal order (96) and purchase order
process related to
carry over,
fixed price/fee budgets
Multiple/large projects and studies
Process SPPO invoices and goods receipts effectively
Slide 3
Subaward Budgets: Overview
For Federally funded grants, departments should request
and keep on file the subsite’s negotiated federal rate
agreement
Check budget totals and subtotals
Provide details for categories such as travel and supplies
Sites are paid based on the budget (Fixed fee vs Cost
Reimbursement)
Budget should reflect entire amount awarded for entire
budget period (i.e. 2 yrs for foundations)
Slide 4
Subaward Budgets: Carryover
JHU carry over vs Subsite carry over and the FSR
If the only money provided is carryover: infosheet required
If new money and carry over provided: budget for new
money only & infosheet required
Allow time for final invoice before submitting carry over
paperwork
The Agreement vs the Purchase Order
The infosheet: Additional Details - Financial
4. Does this subaward include any funding carried over from a previous budget year? yes
If the answer is yes, how much? $1,352.25
$ is being carried over from what year (mm/dd/yyyy)? August 1, 2014 – July 31,
2015
$ is being carried over into what year (mm/dd/yyyy)? August 1, 2015 – July 31,
2016
Slide 5
Subaward Budgets: Fixed Fee/Price
For large clinical trials/multi site grants, reach out to
Subs Director at time of grant application
Agreement payment language will mirror budget (start
up fees, per subject, per visit, per sample language)
Fixed Fee vs Fixed Price
Complete clinical trial section of infosheet even if site is
being paid as cost reimbursement or if that data will help
clarify SOW/budget
Slide 6
Subaward Budgets: Fixed Fee/Price
The infosheet: Additional Details – Study Related
(PER VISIT PAYMENT)
3. Will the subsite be conducting a clinical trial? yes;
Is the protocol “investigator initiated”? yes
How many total patients is the site expected to recruit? n/a
If patient total is unknown, is there an enrollment cap?
If yes, what is the cap? 10 per site, 40 entire study; PI may approve more if site needs it
Is there a minimum? yes
If yes, what is the minimum? 1
Will the site be paid a per-patient amount? yes
If yes, how much? $8,500 per patient based on visits and procedures, see budget
Will the site be paid any startup/IRB costs? yes
If yes, how much? $1000 for IRB
Will the site be paid for a patient’s partial completion of the trial? yes
If yes, how much? Based on visit/procedure performed
If yes, define partial completion? Based on visit/procedure performed
Is payment contingent upon submission of case report forms or other data? yes
If yes, will the site still have to submit invoices? yes
If yes, does the site submit CRF’s before or at the same time as invoices? before
Slide 7
Subaward Budgets: Fixed Fee/Price
Subsite: X , Sub PI: Y
Clinical Trial Protocol 123-456
“The Children Are Our Future”
IRB Fee: $1,000
Per patient max: $8,500
Enrollment:
1 month
MRI: max $500
Procedure ab: $1,000
Procedure cd: $1,000
6 month
MRI: max $500
12 month
MRI: max $500
Procedure ab: $1,000
Procedure cd: $1,000
24 month
MRI: max $500
Procedure ab: $1,000
Procedure cd: $1,000
36 month
MRI: max $500
Slide 8
Subaward Budgets: Fixed Fee/Price
The infosheet: Additional Details – Study Related
(PER SUBJECT/SAMPLE
PAYMENT)
3. Will the subsite be conducting a clinical trial? yes;
Is the protocol “investigator initiated”? yes
How many total patients is the site expected to recruit? 5
If patient total is unknown, is there an enrollment cap?
If yes, what is the cap? 5 per site, 20 entire study; PI may approve more if site needs it
Is there a minimum? yes
If yes, what is the minimum? 1
Will the site be paid a per-patient amount? yes
If yes, how much? $5000 per patient
Will the site be paid any startup/IRB costs? no
If yes, how much? n/a
Will the site be paid for a patient’s partial completion of the trial? yes
If yes, how much? $2500
If yes, define partial completion? Consented but not randomized
Is payment contingent upon submission of case report forms or other data? yes
If yes, will the site still have to submit invoices? yes
If yes, does the site submit CRF’s before or at the same time as invoices? before
Slide 9
Subaward Budgets: Fixed Fee/Price
Subsite: X , Sub PI: Y
Clinical Trial Protocol 123-456
“The Children Are Our Future”
Payment upon consent: $2,500 per subject
Payment upon randomization: $2,500 per subject
Total per patient payment: $5,000
Slide 10
Subaward Accounts: 96/PO
The subs group establishes all 96s and SPPO’s for SOM (including
those under gift/800 accounts)
The department moves the JHU F&A onto the correct GL under the
96
Multiple projects under the same site: multiple 96/PO, only one JHU
F&A charge
The department adds money to the 96 each time the PO needs to
be updated before the request is sent to the subs group
Cost Reimbursement vs Fixed Fee/Price
Carry over/reduction agreements do not reflect on the PO
When the final invoice is submitted, send request to close PO to
[email protected]. (Termination Agreement needed if budget
period is still valid)
Slide 11
Subaward Payments:
Invoice/Goods Receipts
The department financial contact and PI review and approve the
invoice per the Audits checklist http://finance.jhu.edu/depts/frc/sub_risk_rating.html
Check ME23n for which lines of the PO have available money (Cost
Reimbursement budgets)
Email Subs group to add money to the PO for total cost of invoice
(Fixed Fee/Price)
Include how you want invoices split in the email to AP
Verify invoice posted correctly in ME23n, contact AP for correction
Complete Goods Receipt via Central Receiving (not ECC inbox)
AFTER invoice is posted, not BEFORE
The Subs Director can reverse GR’s done via ECC inbox, the
department can reverse GR’s done via Central Receiving
Slide 12
Conclusion
When in doubt reach out to the Subs Director for help on how to
create your budget…
All account set ups for subawards or outgoing gift account awards
are done by the subs group…
Check ME23n before paying or confirming an invoice to ensure
accuracy…
For any concerns or questions contact the Subs Director or
[email protected] and someone will be in touch…