Sponsored Programs Finance

Research Finance Rebranding to Sponsored Programs Finance

Beginning February, 2024, Research Finance will rebrand as Sponsored Programs Finance. The change is intended to reflect the work our team does, which is not limited to research programs. Sponsored Programs Finance supports research and non-research grants and contracts. The name change will have no impact to our services, staff, or organizational chart.  

Research Home Cost Center management and escalation plan in effect

To help manage RHCC balances and to maximize salary recovery on sponsored programs, Research Operations has implemented a new management and escalation process for departments carrying balances for multiple months.  

• For RHCCs that have an unchanged or increased balance two months in a row, Sponsored Programs Finance will notify in writing the research chair of the department and Research Operations Executive Director. Sponsored Programs Finance will require a detailed resolution timeline and explanation of what caused the unchanged or increased balance.  
• RHCCs that have an unchanged or increased balance three months in a row will be escalated to the department chair and Chief Scientific Officer. Research Operations will meet with the department to establish a management plan: 
• Detailed resolution task list and timeline with person responsible identified  
• Require notice to Sponsored Programs Financeas tasks are completed 
• Document changes to Department’s internal process for managing employee allocations 

Research Operations began sending notifications in December. We appreciate your efforts to resolve all RHCCs balances and are here to support you. Please contact Ana.Malpartida@bmc.org or BMC Effort Reporting (EffortReporting@bmc.org) for support. 

New Ad-Hoc Report Request Available

Research Operations has launched a new Custom Report Request Form. The form should be used for one-time ad hoc reporting not currently available and must relate to sponsored programs data.

What the form is for:

• Sponsored Programs data not currently available in designed system reports
• Requests from Chiefs and Chairs on data relating to their department or section
• TriNetX requests 

What the form is not for:

• EMR or patient-related data requests – those requests should be submitted to the Clinical Data Warehouse for Research (CDW-R) 
• Data requests can be obtained via existing reports available to departments
• The standard turnaround time is two weeks, but that may vary depending on the request 

Project Ending Notification to being in December 2023

In December, 2023, Research Finance will begin sending project ending notification to administrators and PI/PDs. The notifications will be monthly and provide a list of projects ending in the next 60-90 days.* The notification will provide a list of important tasks study teams should take action on as their projects approaches its end.  

*The first notification will contain all projects ending between December, 2023, and February 28, 2024.

Department Financial Reporting Survey  

Research Operations seeks your feedback and suggestions on financial reports in Infor. Your crucial feedback will help us design new reports and enhancements to existing reports. The information you provide will not be anonymous so that we may contact you with follow up questions.

Here is a link to the survey: Department Infor Reporting Survey Form.
Please email Alexandra Zhang, alexandra.zhang@bmc.org, if you have any questions. 

We have updated our final reconciliation template using feedback from many of our department administrators. We hope that you find them easier to read. Research Finance Analysts will be introducing you to these new templates at your next monthly meeting.  

Requesting or updating access to Infor projects 

Study teams can request changes to access for their sponsored projects using this form. Directions on completing the form and how to submit the form are contained within. 

Time and effort certifications for January-June 2023 have been distributed

BMC time and effort reports were distributed on August 21st. The due date is 10/21/2023. Time and effort certifications are required by federal regulation for work performed on federally sponsored programs:

• creates an auditable record
• demonstrates that salaries charged are consistent with actual effort devoted to project

Time and effort certifications are required by BMC for all sponsored programs, to ensure:

• consistent application of salary and effort among federal and non-federal sources
• contractually committed effort is met, regardless of sponsor

Please pay special attention to report cost share effort for any staff paid above the HHS salary cap AND charged to an HHS award.

Requesting or updating access to Infor projects

Study teams can request changes to access for their sponsored projects using this form. Directions on completing the form and how to submit the form are contained within.

Policy Reminders

• Research Operations must submit any sponsored program financial reporting to sponsors. Financial reports are based on auditable financial records. Link to policy.
• Funds in research discretionary projects have a restricted use. Per BMC policy, all funds “must be used to further the BMC research or service mission.”
• Research Operations, department administrators and principal investigators (PIs) are responsible for reviewing expenses charged to sponsored projects and discretionary projects to ensure completeness, accuracy, and compliance with all applicable policies and regulations. This review should be done monthly and must be done each quarter at a minimum. Timely review reduces the need for late cost transfers. Link to policy.

The Research Finance Team is “IN”

Join us for our weekly Workday Salary Allocation information office hours: Tuesday from 3-4 p.m. and Friday from 10-11 a.m.

To join one of our sessions, preregister by emailing Ana.Malpartida@bmc.org to reserve a spot.

Research Finance Training Series I Boston Medical Center 

Update to computer purchase process for sponsored programs

To streamline computing equipment purchases, Research Finance and Research Technology Program have teamed up to revise the process.

Research Finance will no longer approve each individual request. Instead the PI or administrator for the project will attest to the item(s) allowability. This change only applies to computing equipment purchases as supplies – items less than $5,000. For items greater than $5,000 please consult the Sponsored Programs Equipment Policy.

For additional information refer to: Research Technology Program - Equipment Overview Website

Time and Effort Certifications for January-June, 2023

Be on the lookout for emails announcing the kickoff of January-June, 2023 effort certifications in Workday. Office hours and training dates will be announced in the near future.

BU Personnel Activity Reports (PARs) for the period ending June 30, 2023 were also distributed this month. Faculty with BMC sponsored programs will report through the BU PAR process.

For time and effort certifications please pay special attention to ensure:

• All cost sharing obligations are reported, including any employee over the DHHS salary cap
• Key personnel met effort commitment requirements and that we have sponsor approval for any reduction in effort >25%
• Faculty PARs with salary and effort on BMC sponsored must be returned to effort@bu.edu AND EffortReporting@bmc.org

Please contact BMC Effort Reporting (EffortReporting@bmc.org) for questions or support through the certification process.

The Research Finance Team is “IN”

Join us for our weekly Workday Salary Allocation information office hours: Tuesday from 3-4 p.m. and Friday from 10-11 a.m.

To join one of our sessions, preregister by emailing Ana.Malpartida@bmc.org to reserve a spot.

Grants and Contracts with June 30 End Dates

To help us with timely and accurate invoices we ask that you submit:

• Any cost transfers for these projects in the next two weeks, so that there is sufficient time for them to post. Any cost transfers submitted after 6/30 will be heavily scrutinized as there is not enough time to account for late adjustments before our final invoice is submitted. 
• Update salary allocations for any employees charging to these projects to end by 6/30 and start on new projects (as appropriate) from 7/1.
• Check-in with subrecipients to make sure they’re invoicing is up-to-date and on-time submission of their final invoices to BMC (as applicable)

 Late adjustments cause significant delays in posting and reconciliations, which in turn delay our final invoices. With around 90 final invoices to create we will have very limited capacity to react to late adjustments. 

Many of our state and city funders have a hard 45-day final invoice deadline. We ask that you pay special attention to those projects when reviewing for accurate expense posting in the final month. For City and State grants, we will start the final invoice process once June is closed, and all final recons will be based on the June BSR report. Please reconcile all costs for the full budget year and provide the full list of pending expenses (will be processed and posted after 6/30/23) to your assigned RFA by 6/15/2023.

The Research Finance Team is “IN”

Join us for our weekly Workday Salary Allocation information office hours: Tuesday from 3-4 p.m. and Friday from 10-11 a.m.

To join one of our sessions, preregister by emailing Ana.Malpartida@bmc.org to reserve a spot.

 Updated Cost Transfer Policy and Forms

The updated cost transfer policy has been published by the Policy and Procedure Committee, and the new CT forms are available online:

• Payroll CT Form
• Non-Payroll CT Form

Cost Transfer Training scheduled for May 11, with recording for those who miss it.

 Review of:

• Updates to the policy
• The new forms
• SOPs for submitting cost transfers.

Email us if you have any questions or want to be added to our training contact list:

BMCResearch.Operations@bmc.org

Updates to Discretionary Budget Status Report

Reports for discretionary funds can now be viewed from the Budget Status Standard Report – Funds”. They are no longer listed under the “Budget Status Standard Report - Project Detail.”

This change was made to better represent the remaining balance on discretionary funds. It behaves similar to the “Budget Status Standard Report - Project Detail,” but has a secondary table to represent the “Available to Spend Balance.”

The Research Finance Team is “IN”

Join us for our weekly Workday Salary Allocation information office hours: Tuesday from 3-4 p.m. and Friday from 10-11 a.m.

To join one of our sessions, preregister by emailing Ana.Malpartida@bmc.org to reserve a spot.

Update Cost Transfer Policy and Forms

With input from department, Research Finance will be publishing an updated cost transfer policy and revamped forms. Thank you to all who provided feedback.

Be on the lookup for a notice scheduling the Cost Transfer Training. We will cover:

• Updates to the policy
• The new forms
• SOPs for submitting cost transfers.

Email us if you have any questions or want to be added to our training contact list:
Research.Finance@bmc.org

The Research Finance Team is “IN”

Join us for our weekly Workday Salary Allocation information office hours: Tuesday from 3-4 p.m. and Friday from 10-11 a.m.

To join one of our sessions, preregister by emailing Ana.Malpartida@bmc.org to reserve a spot.

Research Finance has begun the new year by launching a 2023 training series to support the research community. Visit us frequently for information on how to register for new trainings. And subscribe to our newsletter to be up to date with new training schedules. You can also email BMCResearch.Operations@bmc.org to RSVP or ask to receive the link if you didn’t receive it. 

Research Finance 2023 training series and informational sessions:

• January – Info Reporting (Please email Research Operations to receive the recording.)
• March 17; 12:30--2PM – Workday Salary Allocations. (Please email Research Operations to receive the recording.)
• March 30 – Learning About Invoicing Session. (Please email Research Operations to receive the recording.)

When you email us at BMCResearch.Operations@bmc.org please add the training date and title in the subject line. We’ll send you the link and include you in future notices.