Announcements

SPAC Announcements

SPAC DEADLINE Reminders for Quantum 3RD UPDATE

  • REMINDER – ROE’S and FFR’s that are due in September were due last Friday 9/6/2019 in order  to ensure that will be submitted on time.  We still have some outstanding that we are waiting for.
  • The last letter of credit (LOC ) draw for September will be September 19th so all expenses for the draw need to be in the system by the 17th or they won’t be drawn until October
  • ADDED – With the change in the DIRRF process from an online link to being entered into the Quantum system by the departments, we will be shutting down the DIRRF form link online at the end of this week SEPTEMBER 13.  This will allow us enough time to get all items in the workflow processed by the 17th.  Please get your requests in as soon as possible.

Deliverable Invoice Receivable Request (DIRRF) Form NOTICE

For those of you submitting DIRRF’s online,  

https://inweb.umaryland.edu:9083/imagenowforms/fs?form=SPACDLBBillingForm 

Please make sure that your project end date is in the future.   We are unable to invoice sponsors past the expiration date of the award unless it is the final invoice.  

You will need to fill in the following form and submit to SPA to request the extension prior to submitting your DIRRF.

(note: cutoff for these extensions is 8/30 for Quantum) 

https://www.umaryland.edu/media/umb/ord/documents/spa/NCE-Request-for-NSF-Grants.pdf 

Information about NCE  can be found on SPA’s page

https://www.umaryland.edu/spa/award-management/changes-to-project-or-budget/no-cost-extensions/ 

This requirement to extend the date will be in effect when we go-live with Quantum as well.

SPAC DEADLINE Reminders for Quantum

Deadline reminders and other information that will assist all of us as we prepare for the transfer to Quantum on October 2, 2019 

COST

  • Please focus on finalizing any outstanding effort forms the cleaner the data the better for all.
  • During 9/20 to 10/1, the effort team will be available to train or help with any issues that you have been unable to resolve
  • There will be no DR processing from October 2-7th due to the HRMS shutdown, so you may want to get them in early for the October 1st 

SPAC

  • No more sponsored projects, modifications, child projects or temporary projects will be set up after  modifications will be accepted for setup after August 30th, so get those requests into SPA ASAP.
  • If you are awaiting an NOA that will have a project begin date from now through September, and you want to start charging in September you would need to route a Temporary Account Setup to SPA, by August 30th in order to secure that project number.  Otherwise,  the award will not receive a new project number until October. 

https://www.umaryland.edu/media/umb/af/spac/forms/TempProjectRequest.pdf

  • In order to ensure billing in September, all signed ROE’s are due back to SPAC on September 6th
  • Ensure that the appropriate backup and/or payroll certifications are also returned with the signed ROE
  • In order to ensure timely reporting for September,  all signed FFRs are due back to SPAC on September 6th
  • There will be notices going to our sponsors in our August Dunning notifying them of a possible delay in billing for October bills
  • This same notice will go out in the September Dunning which will be sent out on September 20 th
  • The last letter of credit (LOC ) draw for September will be September 19th so all expenses for the draw need to be in the system by the 17th or they won’t be drawn until October

3/22/2017 USDA Records Disposal Freeze Email Notification to the University

USDA Records Disposal Freeze Notice

From: rac-request@lists.umaryland.edu [mailto:rac-request@lists.umaryland.edu] On Behalf Of Scarantino, Laura B.
Sent: Thursday, March 22, 2018 5:45 PM
To: 'rac@lists.umaryland.edu' <rac@lists.umaryland.edu>
Subject: FW: USDA Records Disposal Freeze NOTICE
Importance: High 

Greetings Everyone 

There was a form letter sent out to all entities that are recipients of  USDA awards about a Records Freeze. Our letter is attached, and will also be available on the SPA & SPAC websites.   

This freeze affects a very small population of UMB “direct” and “pass-through” USDA awards. Eight awards in total, of which 2 are currently active. The 5 departments that were affected have been notified directly. If you are receiving notifications from your prime sponsors that you have funds subject to this freeze, please read your agreements carefully because this did not apply to all USDA departments. 

Most of UMB’s grants come from NIFA – WHICH ARE NOT AFFECTED BY THIS FREEZE.  

Under the Secretary for Research Education and Economic within the USDA  there are 4 distinct departments

-Agriculture Research Service (ARS)

-National Institute of Food and Agriculture (NIFA)

-Economic Research Service (ERS)

-National Agricultural Statistics Service (NASS) 

Only ARS, ERS and NASS grants are subject to the freeze  All of the 8 grants mentioned above were from ARS.   

SPA and SPAC want to ensure that that the departments are aware that any future award negotiations with ARS, ERS or NASS  will also be subject to the freeze until UMB receives notification from USDA that it has been lifted. This applies on all prime USDA and pass-through awards. Plus UMB will be required to notify any sub recipients enlisted on these awards. 

According to the letter UMB must follow the record retention requirement set forth in the applicable regulation or administrative requirement REE-425R, 2 CFR 200 (SEC 200.333(a) and (b))  or 7 CFR 550

No records (paper and/or electronic) can be destroyed or deleted. In addition, no agency official can authorize the destruction of any such records. You will be notified when this records disposal freeze is lifted. 

Federal statutes defines a record as follows as, "All books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures,operations, or other activities of the Government or because of the informational value of data in them. Library and museum materialmade or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference and stocks of publications and of processed documents are not included." (44 U.S.C. 3301) 

Please reach out to your representative in SPA or SPAC if you have any questions.

Costing and Compliance Announcements

SPAC DEADLINE Reminders for Quantum 3RD UPDATE

  • Please focus on finalizing any outstanding effort forms the cleaner the data the better for all.
  • During 9/20 to 10/1, the effort team will be available to train or help with any issues that you have been unable to resolve
  • There will be no DR processing from October 2-7th due to the HRMS shutdown, so you may want to get them in early for the October 1st 
  • The last letter of credit (LOC ) draw for September will be September 19th so all expenses for the draw need to be in the system by the 17th or they won’t be drawn until October

SPAC DEADLINE Reminders for Quantum 4TH UPDATE

  • There will be no DR or BR processing from October 2-7th due to the HRMS shutdown
  • Effective October 8th you will be able to enter a BR back to July 1, 2019. To take advantage of this option the BR will need to be approved by November 12th 8 PM
  • If you do not meet that deadline you will need to submit DR’s for 7/1/19 through 8/17/19.
  • Effective November 13th you will only enter BR’s with an effective date 8/18/19

Quantum Direct Retro Form and New DR Submission Requirements

The Direct Retro (DR) Form has been updated with the new Quantum account information and can be accessed through the link below. Since you will no longer be able to do any DRs prior to FY16, the previous DR versions have been deleted as they will no longer be useful. 

Quantum Direct Retro Request Form 

In the new Quantum Financial system, there are no project IDs for non-sponsored accounts. Consequently it is necessary to change the subject line for submitting the Direct Retros in order to easily identify non-sponsored accounts. 

The new email subject line nomenclature to use when submitting DRs includes the following information indicating the employee whose wages are being affected, and is illustrated below: 

  • 6 digit EMPL ID ^ Employee last name ^ Credit Project ID/Purpose ^ Credit HRMS Combo Code

Examples 

To submit a DR for Jon Doe, whose Employee ID is 123456, on which you are crediting project ID 10001234 and HRMS Code is 5000012345, the subject line of the email you send to dretros@umaryland.edu would look like this: 

  • For Sponsored Accounts: 123456^Doe^10001234^5000012345 

If he worked on a non-sponsored account with no Project ID and HRMS Code 5000000123 the subject line of the email you send to dretros@umaryland.edu  would look like this: 

  • For Non Sponsored Accounts: 123456^Doe^00000000^5000000123 

All other DR submission requirements remain the same. Attach new Quantum PCD by Accounting Period, run within a week of the DR submission date. 

Please email effort@umaryland.edu or call Extension 6-2987 if you have any questions.