Project Account Setup

Project Account Setup is a process where sponsor-funded projects have financial accounts created within the university financial system, PeopleSoft General Ledger.

 

NEW AWARD

 Project account set-up is a joint effort between the Office of Research Administration (ORA) and the University of Maine System Accounting (UMSA).  For new awards the ORA Post-Award Associate will:

  • request the initial account set-up from the UMSA;
  • input the sponsor approved budget into the PeopleSoft General Ledger (GL) once the account set-up is complete; and
  • forward an email to the Principal Investigator (PI) and Financial Administrator (FA) notifying them that a project account has been created. The email will include:
    • (Project Create Form) – PCF, which is used to compile applicable information and attributes that provide details about the newly created project account, which is used for identification and reporting purposes by both ORA and the UMSA, e.g. CFDA number, sponsor, project title, budget start & end dates, grant number, etc.
    • project number;
    • department number & description;
    • project title;
    • sponsor;
    • award amount;
    • direct cost share amount & funding chartfield (if applicable);
    • participant support cost (PSC) – an additional project account number & Information (if applicable); and
    • responsible conduct of research training requirements (if applicable).

Typically, the PI should have access to the new project account and see their budget in GL within 3-5 business days from when they receive notification their project account has been created.

OPAS (ORGANIZATIONAL PRIOR APPROVAL SYSTEM) PROJECT CREATE

An  [OPAS] provides PIs with the opportunity to initiate sponsored research or other activities prior to institutional acceptance of an award. Evidence of an intent to fund or a copy of the award is required from the Sponsor and should be included with the OPAS request.

Once approved the OPAS allows PIs and departments to record and track expenditures directly to the project, eliminating the need to charge costs to, and subsequently transfer costs from other unrelated PeopleSoft chartfields.

The general process and timeline for creating a project account under an OPAS is the same as a new award with the exception of the following difference in the project create email:

  • (Project Create Form) – PCF
    • “NSC” (No Such Contract) will be noted at the top of the form;
    • some attribute values may not be filled in since the award has not been formally accepted and the information may not be known at the time. These attributes will be updated once the award is received and fully executed
  • information regarding accounting IDs for materials & supplies and travel, if required. In these instances, a budget of $1 will be entered into GL to allow PIs to spend from these categories; and
  • information regarding accounting IDs for payroll

Please note: Under an OPAS, the full budget will not be entered into the GL until the award is received and fully executed.

CONTINUATION FUNDING FOR EXISTING AWARDS

 Continuation funding applies to projects which are approved for multiple years, but funded one year at a time, or in increments.  The F&A rate applied to continuation funds will be based upon what was approved at the time of award.

  • If the F&A rate for continuation funds remains constant for all budget years, the funding will be budgeted into the existing project account and the ORA Post-Award Associate will forward an email to the PI and FA which will include:
    • existing project account number funds will be budgeted into;
    • amount of continuation funding;
    • project title;
    • sponsor;
    • project funding total to date;
    • direct cost share amount & funding chartfield (if applicable); and
    • participant support cost project number & information (if applicable).

Typically, the PI should see an increase in their budget in GL within 1-2 business days from when they receive notification of the sponsor approved budget increase.

  • If the F&A rate for continuation funds differs from the previously budget year, a new project account will be created for the continuation funds.  The general process and timeline for creating a project account for continuation funding is the same as a new award.

SUPPLEMENTAL FUNDING

 Supplemental funding is additional funds above what was initially approved and is considered a new funding segment. The F&A rate applied to supplemental funds will be based upon the rate in effect at the time of the request, unless otherwise directed by the terms and conditions of the awarding agency.

  • If the F&A rate for the supplemental funds is the same as what was initially awarded, the funding will be budgeted into the existing project account and the ORA Post-Award Associate will forward an email to the PI and FA which will include:
    • existing project number funds will be budgeted into;
    • amount of supplemental funding;
    • project title;
    • sponsor;
    • project funding total to date;
    • direct cost share amount & funding chartfield (if applicable); and
    • participant support cost project & information (if applicable).

Timeline will be 1-2 business days before the budget will be updated in PS.

  • If the F&A rate for the supplemental funds differ from what was initially awarded, a new project account will be created for the supplemental funds.  The general process and timeline for creating a project account for supplemental funding is the same as a new award.

USEFUL INFORMATION AND RESOURCES ONCE YOUR PROJECT ACCOUNT IS SET-UP

  • How PIs are granted access to view the project budget in GL:

PI/Faculty only – their role is specifically tied to the project portion of a chartfield, and projects are always unique. Access to a project is not automatically granted, and requests will need to be made. Once a PI and FA receive the project create email notice from ORA, typically, the applicable Dean’s Office or PI emails the Director of Budget & Business Services, Office of the Treasurer, to request access for the PI and FA. This is to ensure the PI and FA can access their own projects, but not other projects within the department that are not applicable to their role, research, or work.

PI/Faculty that is also a Director/Dean/Chair – their role is tied to the department node(s) portion of a chartfield, the same department ID can have multiple projects/programs (past, present, future). These individual’s security access is set to be able to view all applicable chartfields that have a department ID within their departments, schools, and/or colleges. Access to a project is generally automatically granted.

  • The PI can start charging expenses to a new project account when:
    • the PI has received project account set-up email from ORA;
    • the sponsor approved budget is entered and viewable in GL; and
    • on or after the budget start date stated in the formally accepted award document

Training Opportunities: