Administer Grants and Contracts.
Maintain policies and procedures to document extramural financial system operations.
Maintain financial accounts, journals, ledger and other records within an automated and/or manual financial system.
Maintain internal control mechanisms.
Establish and maintain permanent file for each grant or contract awarded to the University. Including the setting up of the Project Lite account and identifying and submitting the proper account number to be set up in the chart of accounts tree.
Prepare overhead adjustment transfers affecting all grant and contract accounts.
Prepare all interim and final reports as required by the grantor including:
Prepare Grant and Contract Financial Reports, Invoices and Statements
Review expenditures for compliance with approved budget and award document. Review automated cost allocations (e.g. fringe benefits) for compliance with sponsor’s policies.
Process indirect entries.
Create financial reports, invoices and statements: Prepare financial reports, invoices, statements and supporting schedules in appropriate format provided by sponsoring agency. Compose correspondence related to the submission of financial reports, invoices and statements. Including federal forms SF-270 and SF-425.
Coordinate submission of financial reports, invoices and statements: Obtain any necessary signatures from University faculty certifying to the accuracy of financial reports, invoices and statements.
Review and prepare cost share reports in appropriate format provided by sponsoring agency.
Maintain Time and Effort Certification Records. • Prepare year end reports for system administration.
Coordinate deposits of extramural support revenue including allocation to appropriate funds, accounts and revenue codes.
Verify revenue is received on a timely basis.
Reconcile receipts to accounting data.
Follow-up on delinquent payments to ensure collection.
Determine if refund of any unspent funds is due to the funding agency and generate action to obtain refund check.
Collaborate with the Office of Research and Sponsored Programs on grant submissions.
Provide assistance to University faculty and staff.
Assist with training faculty, Dean’s Offices, Principal Investigators and their staff through written and oral communications, in interpreting extramural support policies and procedures of the University, Federal State and various funding sources.
Assist with training faculty, Dean’s Offices, Principal Investigators and their staff in interpreting accounting information on WISDM.
Develop and maintain a working knowledge of funding sources, policies and procedures.
Develop and maintain a working knowledge of University operating (e.g. Accounting, Purchasing Property Control, etc.) and the inter-relationships between these operations and extramural support operations.
Prepare materials and assist with formal training session offered by this department to University personnel.
Pre-audit of purchase requisitions, direct charges, and voucher
Have a working knowledge of applicable financial policy papers, general administrative policy papers, UW System class code manual, institution’s authorization file, and state procurement manual.
Check direct charges for: completeness of accounting code, review for propriety and legality of purchase, ensure supporting documentation is attached when needed, and proper fiscal year coding.
Check vouchers for: completeness for accounting code, review for propriety and legality of purchases, ensure supporting documentation is attached when needed, and proper fiscal coding.
Tax compliance and reporting of payments
Screen payments for compliance with IRS reporting requirements for individuals, sole proprietors, and partnerships, Non-resident Aliens, and US Permanent Resident.
Review for employer/employee relationship. Determine if payment is reportable.
Determine if we have all required documents before making payments to Non-resident Alien and US Permanent Residents.
Work with the Purchasing Office to maintain withholding information in Oracle vendor file.
Work with UW System on the 1099 year end reporting; including reconciling with financial records.
Enter tax reportable items on a monthly basis into the Shared Financial System for inclusion on employee’s W-2s.
Supervision of Accounts Payable for campus and student organization agency accounts
1. Supervision of one full-time position and student employees ensuring all pre-audit activities are properly conducted.
2. Direct the activities and work of staff.
3. Assist in training and development in their positions.
4. Approve leave and signing of time sheets.
Special projects as assigned by controller.
Be an active participant in following applicable safety rules and regulations, including necessary training and drills.
Additional duties as assigned.