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Financial Management Newsletter #48
Faculty Effort Certification (FEC) Adjustments
When submitting revisions to FECs already certified, please include a notation in the comment box documenting the reason the effort previously certified as accurate is no longer the case. Where the note is not attached, departments may send an email documenting the reason for the adjustment, which will then be attached to the FEC. As a reminder, the corresponding Retroactive Salary Transfer (RST) must be signed by the Principal Investigator (PI) or their designee.
Additional information can be found in Grants Information Memorandum (GIM) 15 at
the following site:
FEC Calculators to the Rescue!
There are two calculator tools at the FEC website to assist departments in calculating effort and cost sharing commitments.
The ADS/ENS calculator enables departments to determine the correct percentage
of effort and dollars to place in grant proposals and for OPUS entry when a
faculty member's institutional base salary (IBS) includes administrative
Cost Share Calculator: This new calculator will enable departments to prorate
cost share for grants that start at some point during a quarter, rather than at
the start of the quarter. Additional information can be found at:
Finance and Administrative (F&A) Base Year Update
The University is currently in it's next F&A base year (FY 2008). Departments play a key role providing data to Management Accounting and Analysis (MAA) during the base year. This data is critical to producing an accurate and timely F&A proposal.
During the fall 2007, departments should be reviewing the accuracy of their
space inventory information in SIMS. In addition, departments should be
tracking unallowable expenditures on state, gift, and RCR budgets. Later this
In addition, a new listserv is available for campus questions and communications
(firstname.lastname@example.org). You can subscribe to the listserv by following
the instructions at the following website:
MAA is available to assist with the process and to provide specific departmental training. If you are interested or have questions, please contact Cristi Chapman (email@example.com), Brion Norton (firstname.lastname@example.org), or Joe Nalley (email@example.com).
Indirect Cost Process Improvements
Grant and Contract Accounting (GCA) and the Office of Information Management (OIM) have automated the indirect cost encumbrance process. Encumbrances are now updated automatically as the budget is established and adjusted as indirect cost charges/credits are posted, and liquidated when the budget is placed into status 3. Next steps in the overall indirect cost improvement efforts will be focused on improving the process as it relates to subcontracts.
Questions can be referred to Mary Jo Hershly at 206-543-2794 or firstname.lastname@example.org.
Business Diversity Vendor Fair!
Do you buy catering, office furniture or equipment? Do you purchase IT products or lab supplies or equipment?
If you are responsible for making purchases like these and are looking for some new qualified vendors this is the event for you!
The UW Business Diversity Program is pleased to invite you to the 2nd Annual
Business Diversity Vendor Fair. This will be an opportunity for some of the UW's
diverse suppliers to share information and showcase their products and services
The event will be held:
Additional information can be found at:
Purchasing Small Equipment with eProcurement!
This is an exciting time for eProcurement users with the launch of a new
eProcurement feature. In addition to supply items, users can now purchase
equipment items from a full range of premier online vendors. Vendors include
For more information or free hands-on training, please see:
In addition to the current biennium, MyFinancial.desktop now includes financial
data for 3 complete biennia! Online financial reports and transaction
information are available for the full retention period for all funding sources.
Documentation for Salary Rates
Current audit activities have revealed the need to strengthen approvals, recordkeeping and documentation for employee salary rates. For example, entries made into OPUS should be documented in letters to employees or other verifiable information. Best practice would suggest that these documents are pasted into OPUS to be maintained with the actual salary entry record.
Assistance with using OPUS for this purpose can be provided by Payroll by contacting the Client Service and Training Team at 206-543-9215, or Christa Woodhull at email@example.com.
Course Packs Offered Through Publications Services
Publications Services offers Course Packs that are timely, convenient and
copyright compliant. Advantages of this service maintains quality materials
while keeping the University and its' faculty members free from copyright
Publications Services will:
For more information, please visit:
Accounts Payable Listserve
Would you like to receive email updates regarding news, tips and procedural
changes in Accounts Payable? If so, please register for the Accounts Payable
Ann Anderson, Associate Vice President / Controller, Financial Management Group (firstname.lastname@example.org or 543-4993)
V'Ella Warren, Senior Vice President, Finance and Facilities (email@example.com or 543-8765)