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Grants Billing Process Listen and Learn

Purpose: Remediation WebEx Listen & Learn session for Grants Billing Process

Audience: All College Staff

Grants Billing Process Meeting Information

Gap Analysis (Listen & Learn)

Topic: Grants Billing Process

Meeting Date/Time: Tuesday,  May 2, 2017 2:30pm

Meeting Facilitator: Christyanna Dawson

Meeting Information: Grants Billing Process WebEx Recording

Meeting Objective

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap.  For example, if there is a reporting gap, we would identify what information is needed (specific data elements to include) to bridge that gap and how that information needs to be retrieved (reporting frequency, parameters).

Key Finance Modules Involved

  • Grants
  • Billing
  • General Ledger (GL)

Meeting Topics

The Complete Grant/Billing Process

  1. From College Critical Issues
    1. Complete Grant Billing Process.
  2. Document from Step A-Z (for each type of Contract)
    1. One document from after the Proposal process to the a actual invoice (including AR what happens , how it connects with Billing AR module)
      1. Also what you should see in Project Resource Table/GL
      2. How to troubleshoot if these don’t match
    2. Starting with the Cost Collection Process
    3. Currently the Payroll/SF  is not included in the Cost Collection Process
    4. What are the accounts that are being used from the beginning to end process
    5. Job would then be automated (after the process

Billing Invoice Date Inheritance

  1. From College Critical Issues
    1. “The invoice date and due dates are being overwritten on invoices by the date the invoice is printed, that must be changed from an accounting perspective. “
  2. From the billing module interface the date prints only the current date of generation
    1. When the interface is ran
  3. Terms- Net 30 instead it is “due immediately” on the actual invoice

Billing Invoice Formatting

  1. From College Critical Issues
    1. “Grant and Contract billing invoices produced in an automated format vendors, such as federal and state grantors, will accept. The invoices must summarize costs in a prescribed manner.
    2. ”Grant billing invoices produced in a format vendors, such as Foreign Embassies, will accept.”
  2. Summarize the data for the vendors
    1. Example: Goods and Services each expense is listed
    2. Not practical with each line
  3. Use tax is listed separately-Needs to be summarized
  4. Goods and services on one line is needed
    1. Words not account number on the summary
  5. Remit and Billing needs to be repositioned for mailing
  6. Possibly more than one template created to use
    1. Headstart grant, state grants and then maybe a general use (examples)
  7. Better logo if possible
  8. Student Account (3rd party)Lisa will have Jane send more information on this

Compliance reporting

  1. From College Critical Issues
    1. ” Compliance and other reporting issues resolved including accurate grant and contract billing”
  2. Headstart
    1. Out of compliance with not being able to bill
    2. Report
    3. Include drawdown amounts to what has been posted to the GL
      1. Diana and Nerm will send example of what was used in Legacy

Correcting Project/Grant Expenses at the Source

  1. From College Critical Issues
    1. “Correcting Expenses in the Sub Systems. Pushing expenses “back to the source” training.”
  2. Needs more training and discussion about how and when this is needed
    1. Timing

Duplicate Grant Proposals

  1. From College Critical Issues
    1. “Duplicate Grant Draft Proposals exist and need to be made inactive or hidden”
  2. Nerm will ask Karen about this

Grant Portal Training

  1. From College Critical Issues
    1. Grant Portal access and training”
  2. Lisa will talk with Misti more about this topic

Grant Transaction Tracking Training

  1. From College Critical Issues
    1. “Requested further training for Grants Module tracking expenses”
  2. Training
  3. Billable and non billable items more training is needed with Project Costing.  The end to end process for both colleges.
  4. How the expenses get into Project Costing
  5. How to not bill for an expense
  6. P-card module how it works with Project Costing (Timing with month end)
Meeting Topic Presenter(s) Topic Duration
Remediation WebEx Introduction Christyanna Dawson 15 minutes
Grant Accounting Gap Analysis and Requirements Gathering Discussion All WebEx Participants 60 minutes
End of Meeting Wrap-Up Christyanna Dawson 15 minutes

College Preparation Work – to be Done before the Meeting

  1. Prepare to provide specifics on any perceived gaps and business requirements related to the identified meeting topics, such as:
    1. Report/Query needs
    2. Training needs
    3. Business process needs
    4. System policy/procedure needs
    5. Other barriers to processing or understanding

Topics and Associated Remediation Tickets

Grants Billing Process

Ticket # Requirement ID Requirement Description Assoc. Topic
20227 GR87-Manage Grant Identify and generate a report on federal expenditures, based on user-defined criteria. Compliance Reporting
19864 PC141-Archiving Records Archive project records based on user-defined criteria Duplicate Grant Proposals


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