| Job Description: |
Subaward setup and modifications to existing subawards. Interprets and reviews subaward documents.
Interpretation includes:
(1) New subaward versus modification to existing subaward and understanding the requirements for setup;
(2) Ascertaining the type of subaward (contract, grant, clinical trial, etc.);
(3) Establishing and noting the appropriate billing type within the subaward record to ensure proper review for subaward invoice processing and subaward administration, i.e., fixed price with listing the schedule for invoicing/payments, clinical trial with listing the per subject base amounts, etc.
Review includes:
(1) Verifying the accuracy of the subaward agreement, including but not limited to, selecting the proper Subrecipient in UF’s accounts payable system, communicating with the Division of Sponsored Programs (DSP), ensuring proper vendor setup and communicating with subrecipient entities, along with ensuring the encumbrance request to hold funding for subaward matches agreement and funds are available in UF’s accounting system.
(2) Communicating any inconsistencies or inaccuracies with appropriate DSP and/or departmental staff, and ensuring corrections are made;
(3) Capturing important restrictions or requirements for each subaward, i.e., cost share requirement, equipment purchase, risk assessed, etc.;
(4) Reviewing for funding amounts to be encumbered to ensure the proper setup for a purchase order which will be used to process payments to subrecipient
The responsibilities listed above require the ability to understand and decipher contract terms and special conditions in order to add pertinent information to each subaward record and the specifics for subrecipient invoicing to the University for Payment.
Review of Invoices, Cost Sharing, Principal Investigator Certification Letter, Equipment, and Cash Expense Refunds
Responsible for the detailed review and reconciliation of invoices submitted to the University of Florida and the accuracy of the data entry for payment processing. The review includes ensuring that the invoice and its components comply with all terms specific to the individual subaward agreement. This review also covers, but is not limited to, amounts (direct and indirect costs), cost sharing, equipment costs (verifies that equipment is a budgeted category on the agreement), and the dates of the performance period are within an acceptable date range for the agreement.
Performs a higher level of review when required due to instances of rebudgeting of funding, high-risk entity or project determinations, changes in or unmet cost sharing, etc.
Communicates with PIs, Departmental representatives, DSP, grant accountants, subawardee representatives, and others in a courteous and professional manner to resolve problems, communicate changes, and seek or provide guidance.
Ensure proper indirect cost charges are accurate as they apply to the subrecipient’s indirect cost agreement.
Payments to Subrecipients
Generates payments in UF’s financial system upon receipt of invoice approval by PI. Accurately records the amount of payment and cost center distribution into the payables system.
Data Entry and Recording Transactions in Database
Accurately enters transactions such as, invoices received, payments of invoices, modifications to subawards, changes in PIs, updates to audit status, etc., into the subaward database.
Aging Report Review for Overdue Invoice Return from Principal Investigator
Reviews outstanding invoice report and follows up with the PI and unit to obtain the status of their review. Appropriately escalates any delinquent invoices.
Active Participant in Trainings and Meetings
Participates in ongoing and continuous quality improvement. Enhances area-specific knowledge by attending training sessions and meetings. Communicates relevant information, instruction and guidance to department teams concerning proper procedures as necessary. Active participant in the development of subrecipient monitoring and subaward management procedures. Participates in in testing initiatives related to system upgrades and enhancements.
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