Business Managers

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Preparing and submitting your proposal.

Proposal Preparation

Preparing and submitting your proposal.
Drafting, negotiating and accepting awards.

Award Acceptance

Drafting, negotiating and accepting awards.
Compliantly and efficiently managing your award.

Award Management

Compliantly and efficiently managing your award.
Closing out your award.

Award Closeout

Closing out your award.

Business Manager Tools

Operational Reports

Report TitleReport Description
Master Department ID ListThis report cross-references among OSP Proposal Numbers, OFC Award Numbers and OFC Project Numbers. If you have one reference, you can find the others. This information is updated each Monday.
F&A Allocation ReportThis report identifies, by month, F&A recovery allocations.
Procurement Standards for Sponsored ProjectsThe information in this report identifies the procurement requirements for specific sponsored projects, and is based on the output data from Frevvo.
Pending Awards ReportThis report shows, as of the report run date, the number and dollar amount of pending Awards, Award Amendments, Advance Department IDs and Advance Spending Requests. The "Award Status" column identifies, as of the report run date, the status of these pending actions after they have been received by OSP Contracting Services. This information is to be used in conjunction with the Audit Trail feature in Frevvo. The "OSP_CO" status in Frevvo is when OSP Contracting Services receives the action.
Advance ReportsThis report shows how many Advance Department IDs and Advance Spending Requests are open as of the report run date. Also, it identifies the dollar amount of the open Advances and how long the Advances have been open.
No-Cost Extension ReportsThis report shows how many No-Cost Extensions are pending approval as of the report run date.
Subawards ReportThis report provides a list of all active Subawards under University prime awards. This report is updated each Monday.

Using PPM to Manage Projects

Please see the Reasons to Use OFC’s Project Portfolio Management (PPM) web page.

OSP is currently working with OIT and various campus users to identify, test and deploy additional OFC/PPM reporting functionality that simplifies award financial management for college and departmental administrators (e.g., Budget v. Actuals report for all college and department projects).  This web page will be updated to reflect new resources as they become available.

Initiating Transactions in OFC & PeopleSoft

Generally

Salary

Goods and Services

  • Training: Detailed guidance about sponsored project purchases, including for P-cards, personal credit cards, Sponsored Project Contracts for Services and Purchase Orders, is available online at Sponsored Project Purchases.
  • Standard Purchasing Requisitions: The Creating and Submitting a Standard Purchasing Requisition job aid provides detailed instructions for submitting Standard Purchasing Requisitions.  Please pay special attention to Step 17, which describes how to correctly enter a project funding source using POET.  For Sponsored Project Contracts for Services, also make sure the “Item Type” is “Billed by Amount” in Step 5; this enables a PO line to be partially paid multiple times.
  • Internal Payments: The Creating and Submitting Internal Payments job aid provides detailed instructions for submitting Internal Payments.  Use the Smartsheet Internal Payment Request to charge internal funding sources for goods or services.

Travel

Expense Reports

  • The Creating and Submitting Expense Reports job aid provides detailed instructions for Expense Reports.  Please pay special attention to Steps 14 and 16, which describe the correct POET template and coding for sponsored projects.

Paying Invoices Against Purchase Orders

  • “OK to Pay” Process: Use the Smartsheet Purchase Order Payment Approval form to pay Vendor and Subrecipient invoices against Purchase Orders (e.g., Goods purchases, Sponsored Project Contracts for Services, Subawards).  Subrecipient invoices must be approved by OSP before using the OK to Pay process.

Correcting Entries

Cost Share Projects

  • Historic Practice: Historically, the University has used “Local” (e.g., 3010 Fund) accounts to charge cost share expenditures.  These costs have been documented by campus using Cost Share Affidavits and subsequently provided to OSP.  For numerous reasons (e.g., reduces the duplicative administrative burden of initiating transactions and documenting them with affidavits, simplifies financial reporting because all OFC standard and cost share project expenditures roll up to the OFC award, ensures cost share transactions route appropriately in OFC to add required flow-down clauses in agreements, systemically tracks effort committed and charged to standard and cost share projects), the University is moving away from affidavits and toward cost share projects.
  • Initiating Transactions for Cost Share Projects: Transactions charged to cost share projects are generally initiated the same way as other project-related charges.  For more information, please see the Cost Share Life Cycle and the Cost Share Transactions & Fund Balancing Examples.
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