Department of Medicine RSA Monthly Meeting February 21, :30-10:00 AM, Laurel Heights 416

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1 Department of Medicine RSA Monthly Meeting February 21, :30-10:00 AM, Laurel Heights 416 Present: Chude Allen, Connie Archea, Peggy Bartek, Olive Burk-Giovanetti, Michele Carter, Alice Chin, Helen Chuan, Maxine Davis, Jane Drake, Raymond Fong, Estrella Garcia, Ani Handajani, James Hong, Lowell Huang, Catherine Hoselton, Kathy Judd, Jennifer Kellen, Calvin Kwok, Nyya Lark, Anne Lawrence, Victoria Lee, Ray Leung, Linda Lew, Samantha Lieu, Julia Lu, Christine Mok, Marienna Murch, Maribeth Ruperto, Kate Shumate, Renuka Sippy, Mayra Sustaita, Suzanne Sutton, Susana Szeto, Susan Vance, Joseph Wilson Updates NIH Cap The NIH has announced a new salary cap rate of $191,300, effective January 1 st, Please visit the NIH Guide Announcement website at for detailed information. CRC Training The new monthly trainings for DOM Clinical Research Coordinators led by Beth Davis begin this month. As mentioned previously, this training is required for all new CRCs and CRCs who have been in their position for six months or less. CRCs can choose any month to attend, but are encouraged to attend as soon as possible. To view the schedule or learn more about the training content, please visit NIH Data 2006 Using the recently published 2006 data for NIH awards, the Department would be ranked third in the amount of NIH awards to departments of internal medicine. If rankings still existed, Duke would be ranked first and Johns Hopkins would be ranked second. Duke participated in the multiple-pi initiative and JHU was awarded a new large, genotyping contract, which substantially increased each institution s awards from the previous year. Our Department is still the highest funded public institution by the NIH amongst all departments of internal medicine. Both the number of our NIH-funded grants and the amount of awards has continued to increase despite an opposite trend at the national level. Although DOM has not yet submitted a multiple-pi proposal to the NIH, the mechanism to do so exists.

2 Old Forms versus New Forms The NIH issued new forms for proposal submission in November Although the old forms may still be used through the end of May 2008, there have been instances of RSAs submitting proposals for review containing a mix of old and new forms, which is not permissible. Please be sure that you are using either the old forms or the new forms throughout your proposal until May 2008, when the permanent switch to new forms must be made. Clinical Trial Internal Budgets The Department mandates internal budgets for all clinical trials. Although the sponsoring agency usually provides the CRC and RSA with an external budget, an internal budget must be created to show that all expenses (payroll and non-payroll) can be covered by contracted amount. An internal budget must list effort and salary for all personnel working on the trial (including salary escalations to cover future years); all clinical services provided by UCSF Medical Center that are standard of care; IRB, submission, and renewal costs; administrative overhead; publications costs; space rental, telephone, and IT costs; and any other expenses that benefit the trial but are a direct expense to the University. The total amount calculated should be negotiated with the sponsor. The projected cost of recruiting and screen failures should also be included as a necessary cost of running the trial. Clinical trials will continue to come under increased scrutiny for financially viable budgeting and compliance with CMS billing guidelines. Hem/Onc has a good template for creating an internal budget for clinical trials; please contact Catherine Hoselton if you would like a copy of this template. Budget Status Report (BSR) Review Suzanne Sutton and Joseph Wilson presented on the methods they use to create BSRs for their accounts. Budget Status Reports (BSRs) are part of the Department s service commitment to our Principal Investigators (PIs) and should be submitted to PIs no less than a bimonthly basis if not monthly. They should be submitted via , with a cc Michele Carter to maintain documentation of the submission. The purpose of BSRs is to keep accounts from going into overdraft; when BSRs are done properly and consistently, overdrafts will be avoided. The method of creating a BSR varies depending on the RSA; however, there are certain components that should be present in all BSRs. The raw material for the BSR can be pulled from either Weblinks or Express. A basic BSR template can be found on the Research Administration webpage at although the template is protected, it can be unprotected without the use of a password for modification.

3 Reconciling the ledgers is a necessary step in the creation of the projection. Whether the RSA or an accounting assistant in the division completes this, the reconciliation should ensure that expenses to the general ledger are correct and allowable to enable an accurate projection based on actual expenses. For this reason, ledgers should be reconciled before the BSR is created. The body of the BSR sent to the PI should contain the following items for quick reference for all managed funds: 1) The projected balance at the end of the budget period 2) The current fund balance 3) Any issues that the PI needs to address Example of a Federal Fund (Joseph Wilson) The Last Updated area should refer to the ledger month (e.g. January 2008 GL.) If you are creating a new BSR and using Express, run the GL by DPA-Fund report to download to Excel. Copy the budget column into your BSR template, using the paste special function to maintain proper formatting. Then, cut and paste the general expenses into each month s column for the associated NCA Group. If BSRs are updated monthly, you will only need to copy the previous months activity, rather than working to re-create the spreadsheet. A common issue that may confuse your balance includes posted STIP and inter-campus subcontracts. Non-payroll projections can be calculated using a formula created specifically for the relevant project, but must always be driven by your regular communication with the PI or lab manager about the project s needs for the remainder of the project. Also, be sure to ask the PI or Division Administrator about any staffing changes, which will affect the projected balance. Make sure that the indirect rate is both accurate and accounted for in your BSR. A carry-forward of more than 25% must be reported to the NIH; however, it is not necessary to specify how much the percentage is, only that it exceeds 25%. The salary percentage of personnel can be added to the bottom of the BSR as reference for the salary NCAs. Another way to do this is to download the DPE report and use it to create a pivot table report to attach to the BSR. Subcontracts should be projected out in their first month for the full term of the contract; doing this at the beginning of the subcontract will give the PI an accurate idea of how much they have to spend for their own portion. Example of a Cash-Based Fund (Suzanne Sutton) Please see the appended Excel template, which has been edited to fit the needs of a BSR for a cash-based fund.

4 Cash-based funds (e.g. clinical trials, clinical contracts, some IPAs and JPAs) are based on an internal invoicing system, so they function differently from other funds. In order to procure payment for costs, the Department via Accounting must invoice the sponsor. The fund profile option in Weblinks will provide important information about the fund, including the payment method, which should be utilized to create the BSR. The priorities of managing cash-based funds are to keep track of revenue and ensure that the sponsor is being invoiced regularly and appropriately. The Project Name should be the same as the fund title; it may be helpful, however, to add the name of the study (e.g. Vision Study ). Clinical trial project start/end dates may not be aligned with 12-month budget start/end dates like research grants so check that the information is accurate for these areas. The first column of the BSR can represent prior years and will include the activity from the previous years for both revenue and expenses. It may be helpful to include detailed payroll information as part of the BSR, so that there is no need to flip between different worksheets to view this information. The projected expenses may be an average of the previous months', adjusted for any one-time expenses. Or, the projection can be the most recent month s expenses multiplied by the number of months remaining in the budget year. The remaining months of the budget year is listed at the top of the BSR so be sure to anchor formula cell values. The Projected Total column is comprised of the actual subtotal column plus the projected column. Unusual charges (e.g. the cost of back-pay for an employee) should be noted by utilizing the comment function, so that it is easily visible to the PI when viewing the BSR. The Remaining Balance row for each month is comprised of revenue plus STIP, minus expenditures. The BSR also includes additional rows to account for checks posted and pending A/R for invoices to have been sent. A/R may be included in the projected balance but the amounts should be set apart from actual revenue in some manner, either through italics or comments. The next RSA meeting is scheduled for Thursday, March 20th, 2007 from 8:30-10:00 AM in room LHTS 416.

5 PI Name PI Division Project Name DPA-Fund-FY Budget Start Date Budget End Date Project Start Date Project End Date Administrator Last Updated Budget Status Report - Detail Remaining Months in Budget Year IC Rate Pay method Department of Medicine Research Administration Printed: NCA Group Description Pre-Award/ Prior Years MONTH 1 MONTH 2 MONTH 3 MONTH 4 MONTH 5 MONTH 6 MONTH 7 MONTH 8 MONTH 9 MONTH 10 MONTH 11 MONTH 12 Total Projected Expense Projected Total Name Pct Effort Gross Pay - - Benefits - - Name Pct Effort - Gross Pay - - Benefits - - Name Pct Effort - Gross Pay - - Benefits - - Name Pct Effort - Gross Pay - - Benefits - - Expenses Total Personnel Total Benefits Non-Payroll Unalloc Communications Computing/Data Proc Freight/Postage Interest/Deprec Lease/Rental Meetings/Entertain Membrshp/Subsc Print/Repro/Media Other Services Consulting Patient Care Other Supplies Travel Utilities Other Expenses Subaward <= $25k Subaward > $25k Campus Unalloc Capital Equipment (Plant Use Only) Expense Recovery Hospital Recovery Recharge Credit Direct Costs Indirect Costs Grand Total Revenues Revenue Received/Cash Stip - - Remaining Balance Invoices NOTES 3/6/ :51 PM

6 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt DPA - DPA NOT USED FundFY GUIDANT CORP RESOLVE-AF2 NCA Group BALANCE SHEET NCA BUDGET GROUP REAPPROPRIATE EXP OFFSET D50X002 07/01/ /05/2007 SFPROD X0799 STIP PERIODS 1 T0 3: D97A 11/30/ /05/2007 SFPROD STIP PERIODS 1 T0 3: D97B 11/30/ /05/2007 SFPROD X0799 STIP PERIODS 7 T0 9: D97A 05/31/ /06/2007 SFPROD STIP PERIODS 7 T0 9: D97B 05/31/ /06/2007 SFPROD STIP PERIODS 10 T0 11: D97B 06/30/ /23/2007 SFPROD X0799 STIP PERIODS 10 T0 11: D97A 06/30/ /23/2007 SFPROD Total: Total: Total: DPA MR-MEDICINE-GENERAL FundFY GUIDANT CORP RESOLVE-AF2 NCA Group BALANCE SHEET NCA BUDGET GROUP System Generated Billing Entry A /31/ /07/2007 SFPROD System Generated Billing Entry A /15/ /15/2007 SFPROD System Generated Billing Entry A /31/ /31/2007 SFPROD System Generated Billing Entry A /30/ /02/2007 SFPROD System Generated Billing Entry A /31/ /27/2007 SFPROD System Generated Billing Entry A /31/ /09/2007 SFPROD System Generated Billing Entry , A /22/ /23/2007 SFPROD Payment Applied To AR , A /26/ /26/2007 SFPROD System Generated Billing Entry A /27/ /27/2007 SFPROD System Generated Billing Entry A /31/ /04/2007 SFPROD Page 1

7 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt System Generated Billing Entry A /21/ /21/2007 SFPROD System Generated Billing Entry A /28/ /04/2007 SFPROD System Generated Billing Entry A /28/ /28/2007 SFPROD System Generated Billing Entry A /31/ /01/2007 SFPROD System Generated Billing Entry A /30/ /28/2007 SFPROD System Generated Billing Entry A /08/ /09/2007 SFPROD System Generated Billing Entry A /11/ /11/2007 SFPROD System Generated Billing Entry A /31/ /30/2007 SFPROD System Generated Billing Entry A /15/ /15/2007 SFPROD System Generated Billing Entry A /30/ /07/2007 SFPROD Recognized Revenue , G /31/ /07/2007 SFPROD Recognized Revenue G /15/ /15/2007 SFPROD Recognized Revenue , G /31/ /31/2007 SFPROD Recognized Revenue G /30/ /02/2007 SFPROD Recognized Revenue G /31/ /27/2007 SFPROD System Generated Billing Entry , A /22/ /23/2007 SFPROD Recognized Revenue , G /27/ /27/2007 SFPROD Recognized Revenue G /31/ /04/2007 SFPROD Recognized Revenue G /21/ /21/2007 SFPROD Recognized Revenue G /28/ /28/2007 SFPROD Recognized Revenue , G /28/ /04/2007 SFPROD Recognized Revenue , G /31/ /01/2007 SFPROD Recognized Revenue , G /30/ /28/2007 SFPROD Recognized Revenue G /08/ /09/2007 SFPROD Page 2

8 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt Recognized Revenue G /11/ /11/2007 SFPROD Recognized Revenue , G /31/ /30/2007 SFPROD Recognized Revenue , G /15/ /15/2007 SFPROD Recognized Revenue , G /30/ /07/2007 SFPROD Total: NCA Group REVENUE NCA BUDGET GROUP REAPPROPRIATE EXPENSE 4, D50X002 07/01/ /05/2007 SFPROD Recognized Revenue , G /31/ /07/2007 SFPROD Recognized Revenue G /13/ /15/2007 SFPROD Recognized Revenue , G /31/ /31/2007 SFPROD Recognized Revenue G /30/ /02/2007 SFPROD Recognized Revenue G /31/ /27/2007 SFPROD Recognized Revenue G /01/ /09/2007 SFPROD Recognized Revenue G /27/ /09/2007 SFPROD Recognized Revenue , G /26/ /27/2007 SFPROD Recognized Revenue G /31/ /04/2007 SFPROD to appropriate payment 25, EKC /31/ /07/2007 SFACCP Recognized Revenue , G /31/ /08/2008 SFPROD Recognized Revenue , G /31/ /02/2008 SFPROD Recognized Revenue G /16/ /21/2007 SFPROD Recognized Revenue G /28/ /28/2007 SFPROD Recognized Revenue , G /28/ /04/2007 SFPROD Recognized Revenue , G /31/ /01/2007 SFPROD Recognized Revenue , G /30/ /28/2007 SFPROD Page 3

9 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt Recognized Revenue G /07/ /09/2007 SFPROD Recognized Revenue G /11/ /11/2007 SFPROD Recognized Revenue , G /31/ /30/2007 SFPROD Recognized Revenue , G /15/ /15/2007 SFPROD Recognized Revenue , G /30/ /07/2007 SFPROD Recognized Revenue G /31/ /07/2007 SFPROD System Generated Billing Entry A /31/ /07/2007 SFPROD Recognized Revenue G /13/ /15/2007 SFPROD System Generated Billing Entry A /15/ /15/2007 SFPROD Recognized Revenue G /15/ /15/2007 SFPROD Recognized Revenue G /31/ /31/2007 SFPROD System Generated Billing Entry A /31/ /31/2007 SFPROD Recognized Revenue G /30/ /02/2007 SFPROD System Generated Billing Entry A /30/ /02/2007 SFPROD Recognized Revenue G /31/ /27/2007 SFPROD System Generated Billing Entry A /31/ /27/2007 SFPROD Recognized Revenue G /01/ /09/2007 SFPROD Recognized Revenue G /27/ /09/2007 SFPROD System Generated Billing Entry A /31/ /09/2007 SFPROD Recognized Revenue , G /26/ /27/2007 SFPROD Recognized Revenue , G /27/ /27/2007 SFPROD System Generated Billing Entry A /27/ /27/2007 SFPROD Recognized Revenue G /31/ /04/2007 SFPROD System Generated Billing Entry A /31/ /04/2007 SFPROD Page 4

10 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt Recognized Revenue , G /31/ /08/2008 SFPROD Recognized Revenue , G /31/ /02/2008 SFPROD Recognized Revenue G /16/ /21/2007 SFPROD System Generated Billing Entry A /21/ /21/2007 SFPROD Recognized Revenue G /21/ /21/2007 SFPROD System Generated Billing Entry A /28/ /04/2007 SFPROD System Generated Billing Entry A /28/ /28/2007 SFPROD Recognized Revenue G /28/ /04/2007 SFPROD Recognized Revenue G /28/ /28/2007 SFPROD Recognized Revenue G /31/ /01/2007 SFPROD System Generated Billing Entry A /31/ /01/2007 SFPROD System Generated Billing Entry A /30/ /28/2007 SFPROD Recognized Revenue G /30/ /28/2007 SFPROD Recognized Revenue G /07/ /09/2007 SFPROD Recognized Revenue G /08/ /09/2007 SFPROD System Generated Billing Entry A /08/ /09/2007 SFPROD System Generated Billing Entry A /11/ /11/2007 SFPROD Recognized Revenue G /11/ /11/2007 SFPROD Recognized Revenue G /31/ /30/2007 SFPROD System Generated Billing Entry A /31/ /30/2007 SFPROD System Generated Billing Entry A /15/ /15/2007 SFPROD Recognized Revenue G /15/ /15/2007 SFPROD Recognized Revenue G /30/ /07/2007 SFPROD System Generated Billing Entry A /30/ /07/2007 SFPROD Page 5

11 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt Total: 29, , NCA Group ACADEMIC SALARIES - EXC TIME REAPPROPRIATE EXPENSE 8, D50X002 07/01/ /05/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD JAN PAYROLL , PR07D10 01/31/ /01/2008 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL , PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD Total: 8, , NCA Group SALARY RELATED (BUDGET USE) AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD Page 6

12 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt Total: NCA Group NON-ACAD SALARIES - POS TIME REAPPROPRIATE EXPENSE 3, D50X002 07/01/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD Total: 3, , NCA Group ACADEMIC BENEFITS REAPPROPRIATE EXPENSE 1, D50X002 07/01/ /05/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD Page 7

13 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /01/2008 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /01/2008 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD Page 8

14 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /01/2008 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /01/2008 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD Page 9

15 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /01/2008 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD Page 10

16 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /01/2008 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD JUL PAYROLL PR01D10 07/31/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD SEP PAYROLL PR03D10 09/30/ /28/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD NOV PAYROLL PR05D10 11/30/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /01/2008 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD Page 11

17 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt Total: 1, , NCA Group NON-ACADEMIC BENEFITS REAPPROPRIATE EXPENSE D50X002 07/01/ /05/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD Page 12

18 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD Page 13

19 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD Page 14

20 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD AUG PAYROLL PR02D10 08/31/ /30/2007 SFPROD OCT PAYROLL PR04D10 10/31/ /27/2007 SFPROD Page 15

21 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt JAN PAYROLL PR07D10 01/31/ /02/2007 SFPROD FEB PAYROLL PR08D10 02/28/ /02/2007 SFPROD MAR PAYROLL PR09D10 03/31/ /29/2007 SFPROD APR PAYROLL PR10D10 04/30/ /27/2007 SFPROD MAY PAYROLL PR11D10 05/31/ /29/2007 SFPROD JUN PAYROLL PR12D10 06/30/ /06/2007 SFPROD Total: NCA Group FREIGHT AND POSTAGE REAPPROPRIATE EXPENSE D50X002 07/01/ /05/2007 SFPROD FEDERAL EXPRESS /29/2007 AP /27/ /05/2007 SFPROD FEDERAL EXPRESS /27/2007 AP /13/ /14/2007 SFPROD FEDERAL EXPRESS /16/2007 AP /11/ /11/2007 SFPROD FEDERAL EXPRESS /02/2007 AP /27/ /27/2007 SFPROD FEDERAL EXPRESS /19/2007 AP /27/ /27/2007 SFPROD FEDERAL EXPRESS /26/2007 AP /27/ /27/2007 SFPROD FEDERAL EXPRESS /29/2007 AP /07/ /08/2007 SFPROD FEDERAL EXPRESS /20/2007 AP /11/ /11/2007 SFPROD Total: NCA Group INTEREST AND DEPRECIATION REAPPROPRIATE EXPENSE D50X002 07/01/ /05/2007 SFPROD STIP PERIODS 1 T0 3: D97B 11/30/ /05/2007 SFPROD STIP PERIODS 7 T0 9: D97B 05/31/ /06/2007 SFPROD STIP PERIODS 10 T0 11: D97B 06/30/ /23/2007 SFPROD Total: Page 16

22 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt NCA Group OTHER SERVICES REAPPROPRIATE EXPENSE D50X002 07/01/ /05/2007 SFPROD RAO YGC /08/2006 CHR /09/2006 SFCHNGC RAO SAD /16/2007 CHR /20/2007 SFORASD Total: NCA Group OTHER SUPPLIES REAPPROPRIATE EXPENSE D50X002 07/01/ /05/2007 SFPROD OFFICE DEPOT E D /22/2006 AP /27/2006 E /27/2006 SFPROD Total: NCA Group TRAVEL REAPPROPRIATE EXPENSE 1, D50X002 07/01/ /05/2007 SFPROD CORPORATE PAYMENT S E , KESSLER/DA /30/2007 AP /15/2007 E /15/2007 SFPROD Total: 1, , NCA Group CAMPUS UNALLOC-BUDGET USE ONLY REAPPROPRIATE EXPENSE 20, D50X002 07/01/ /05/2007 SFPROD to appropriate payment 20, EKC /31/ /07/2007 SFACCP2 Total: 41, NCA Group EXPENSE RECOVERY REAPPROPRIATE EXPENSE D50X002 07/01/ /05/2007 SFPROD STIP PERIODS 1 T0 3: D97B 11/30/ /05/2007 SFPROD to appropriate payment 4, EKC /31/ /07/2007 SFACCP STIP PERIODS 7 T0 9: D97B 05/31/ /06/2007 SFPROD STIP PERIODS 10 T0 11: D97B 06/30/ /23/2007 SFPROD Indirect Cost Recovery , G /26/ /27/2007 SFPROD Page 17

23 GL Transaction Detail for 08/1979 To 01/2008 (CLOSED) Run date - 02/20/ :05 Source NCA Prog Line Description 1 Budget Financial Lien PO ID Invoice ID Invoice Dt Jrnl Jrnl Reference Posted Dt PrepId ID Dt Total: 4, , Total: Total: Totals: Selected Report Criteria Business Unit: UCSF Fund Type: Current Account Type: Activity Type: Detail Fund: 77279* Date: 08/1979 To: 01/2008 Page 18

24 RSA Meeting February 21, 2008 Budget Status Report (BSR) Training Handouts: Blank BSR, completed BSR, Instructions. Identify DPA/Fund (always check for multiple DPAs). For the example, DPA/Fund /30195 is used. 1. Access BSR Template from RSA Webpage (Forms) 2. Worksheet opens in Excel. 3. Save and title with DPA/Fund/Fund Yr/PI Name. 4. Complete header details describing BSR. You can obtain this information easily from DOM Express. Note: the BSR Template is protected, but you can easily unprotect it without a password if you wish to customize the BSR. PI Name, PI Division, Project Name, DPA-Fund-FY, Budget Start Date, Budget End Date, Project Start Date, Project End Date, Administrator 5. Last Updated (I use Weblinks Ledger Date). You can obtain this information easily from DOM Express. Note: the BSR Template is Protected, but you can easily unprotect it without a password if you wish to customize the BSR. Revise Column Header Months to match term. 6. BSR is now ready for import of budget and expenditure data. Using data as of the 1/08 GL Close, export into Excel (Excel Button) and open the file (opens as a temporary file named GLAccountSummary). Copy the budget column. Edit Paste Special Values into the BSR Template budget column. Copy expenditure data from April 07 January 08. Edit Paste Special Values into the BSR Template expenditure columns. 7. Before you proceed, check Ledgered Expenses and Balance columns against Express. If they don t agree, find the mistake and repeat. 8. Budget column: Accounting only appropriates funds to the Campus Unallocated NCA (438888) and Expense Recovery (F&A) NCA (490000). It is up to the RSA to reappropriate to the correct NCAs based on the approved budget using a Budget Adjustment Journal (Source Code 135). 9. Projections of future months expenditures. BSR Notes: posted salary is correct for the past two months; per PI, project $1,500/month in non-payroll expenses per Post-Doc (there is one on this project). Click anywhere is Projected Expenses Column in DOM Express. Project through March 08. Enter salary totals in appropriate rows. Project $1,500 non payroll in Other Supplies. (I don t project F&A at this point). You can use the Adjustment column (ADJ) to project expected positive or negative postings to payroll or non-payroll NCAs. Save. 10. When saved, press Submit button. Projected figures appear in Projections column. Press Excel button; open worksheet. Copy Projected Expenses column to permanent worksheet. Calculate F&A with a formula you enter in the F&A row. If needed, adjust for split rates. 11. Other Pages in the Workbook: Summary and Payroll. The payroll page isn t linked to the other pages, but is helpful for projections when there are retroactive payroll adjustments changes in payroll planned for the future.

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