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Subrecipient Management Reports Quick Reference Guide

Multiple reports are available for grant managers (GMs) to provide assistance with subrecipient \r\nmonitoring for the duration of a subaward agreement. Once a subaward is fully executed and invoicing \r\nbegins, the categorized budget details and expenses will be reflected in SAP financial reports. In addition, \r\nDuke@WORK reports provide information on the subaward agreement, budget and invoice details.
Format: Reference/Handout
To View:
View Guide (pdf)
Related Materials: GAP 200.280, Subrecipient Monitoring (webpage)

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Charging Travel to a Sponsored Project: A/A/R Considerations and Documentation

Travel costs are the expenses for transportation, lodging, subsistence and related items incurred by individuals who are travelling related to the scope of work of a sponsored project. When charging these costs directly to the project, documentation must be provided to justify that the costs are reasonable and the participation of the individual travelling directly benefits the project. This reference guide reviews A/A/R considerations and documentation procedures for travel charges to a sponsored project.
Format: Reference/Handout
To View:
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Balance Netting at Project Closeout Quick Reference Guide

Projects which have subcodes established under a parent code should follow these procedures to determine the final distribution of award/budget/plan across all project codes.
Format: Reference/Handout
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Navigating Master Data Quick Reference Guide

This quick reference guide provides an overview of master data field found within SAP transaction CJ03. These data fields are associated with each WBSE.   (Last Modified 06/10/16)
Format: Reference/Handout
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Management of Late Activity Notifications Quick Reference Guide

This quick reference guide provides an overview of late activity and details how to manage the associated notifications.   (Last Modified 06/03/16)
Format: Reference/Handout
To View:
View Guide (pdf)

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SAP Non-Salary Cost Transfer ZF418 Quick Reference

Quick report reference
Format: Reference/Handout
To View:
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AP Check Request Approval for Subrecipient Final Invoices Quick Reference Guide

This quick reference guide describes the AP Check Request (eCR) process for subrecipient final invoices and provides the key indicators and warning messages identifying ON-TIME and LATE subrecipient invoices. The guide also details the decisions and actions needed to process the request. Appropriate actions will be determined by your departmental policy.   (Last Modified 01/07/16)
Format: Reference/Handout
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Payroll Access Quick Reference

The Payroll Access Quick Reference provides guidance for individuals using the Effort and Payroll Tools and Reports in the Grants Management Tab of Duke@Work.   (Last Modified 08/28/15)
Format: Reference/Handout
To View:
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Workflow Status Reports Quick Reference Guide

This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.
Format: Reference/Handout
To View:
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Research Administrator Resources Quick Reference Guide

The Resources Quick Reference Guide provides information, tools, and contacts used routinely by research administrators in a concise, consolidated format. Topics covered include an overview of Duke research-related accounting codes, commonly used transactions and reports, research-related offices, and more.
Format: Reference/Handout
To View:
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International Research Office Resource Support Guide

A matrix of activities occurring in International Research Administration at Duke University, and the University Offices that are involved in the support of those activities.
Format: Reference/Handout
To View:
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International Research Grant Manager Decision Tree

A decision tree that details for Grant Managers when they should seek additional assistance for managing an international research administration question or issue.
Format: Reference/Handout
To View:
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Fly America Act Resource Guide

This reference guides details the requirements and exemptions allowed by the Fly America Act, including information about Open Skies Agreements and the City Pairs Programs.
Format: Reference/Handout
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Fly America Exemptions Decision Tree

This resource guides an individual through the process of determining which airline carriers would be allowable charges, according to the requirements of the Fly America Act and Open Skies Agreements.
Format: Reference/Handout
To View:
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Estimated Project Balance Quick Reference Guide

This quick reference guide details the process to calculate an approximation of the expected final financial bottom line for a project, and includes all transactions expected to post to the ledger for the project. The Estimated Balance Calculator referenced in Related Materials can be utilized to assist with the consistent calculation and management of estimated project balances (based on total costs, including both direct costs and F&A) at both the individual WBSE and overall project-level.
Format: Reference/Handout
To View:
Related Materials: Estimated Balance Calculator (webpage)

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No-Cost Extension: SPS Web Request Form Quick Reference Guide

This guide provides more information about the NCE Request Form in SPS Web and details the submission, review and verification steps.
Format: Reference/Handout
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No-Cost Extension Checklist and Procedural Guidance

The checklist provides a general list of questions and actions that Grant Managers should review and complete when requesting a NCE.
Format: Reference/Handout
To View:
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Late Activity Guidance

In order to meet the expectations associated with clean close, the prevention of late activity is of paramount importance. The Late Activity Guide is supplemental guidance intended to aid the Duke community with the transition to operating in a clean close environment.   (Last Modified 06/21/16)
Format: Reference/Handout
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Closeout Tools: Closeout Guidance Documents

Quick Reference for Navigating the Grants Management Tab, Closeout Tasklist Utility, PI Attestation, Obligations Worksheet, Management Form Overview, Image Retrieval Tool, Sponsored Research Reports, Reports, Workflow Overview, PI Attestation Approval, Closeout Form Approval, Enhanced CONS, and Integration of the Closeout Tools   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
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Closeout Tools: Closeout Form Approval Quick Reference Guide

Closeout Form Approval Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Workflow Overview Quick Reference Guide

Closeout Tools Workflow Overview Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: CONS Quick Reference Guide

The Closeout Notifications System (CONS) indicates which closeout documents are required for a WBSE and their submission status. Closeout document requirements can be viewed via the CONS Report on the Grants Management tab, or via SAP using transaction code ZG53_EC.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
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Closeout Tools: Image Retrieval Tool Quick reference Guide

The Image Retrieval Tool provides access to completed and imaged documents. Items will only appear in this tool once fully approved. The imaged form can be pulled up via a variety of criteria, but the steps below detail the most effective method for returning imaged forms.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
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Closeout Tools: Integration Document

Integration Document   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
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Closeout Tools: Management Form Overview Quick Reference Guide

The Management Form Overview provides details of the status of forms submitted by the user including: what is still in progress, the workflow steps completed and those still pending approval. Alternatively, once the form is approved the Image Retrieval Tool can be used to display completed workflow approvals.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Navigating the Grants Management Tab Quick Reference Guide

The Duke@Workportal provides valuable tools, resources and reports for managing sponsored projects via the Grants Management tab.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
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Closeout Tools: Obligations Worksheet Quick Reference Guide

The Obligations Worksheet is required for all applicable NIH institutional training grants, even if there are no appointments and associated obligations that extend beyond the budget period.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
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Closeout Tools: PI Attestation Approval Quick Reference Guide

PIs approve a PI Attestation through the Universal Worklist in Duke@Work. The Attestation confirms the financial and technical integrity of a sponsored project.   (Last Modified 05/08/17)
Format: Reference/Handout
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Closeout Tools: PI Attestation Quick Reference Guide

The PI Attestation enables the PI to attest to the financial and technical integrity of a sponsored project . The PI Attestation cannot be saved as draft.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
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Closeout Tools: Sponsored Research Reports Quick Reference Guide

Sponsored Research Reports Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Tasklist Form Quick Reference Guide

The Closeout Tasklist Utility is the central location for all actions involving the Closeout Tasklist form. Generation, edits and submission of the tasklist is managed via this utility.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
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Sponsored Projects Closeout Timeline Quick Reference Guide

The Closeout Timeline is a guide to assist Research Administrators with achieving clean close by detailing items that need to be addressed beginning 90 days prior to project end to the sponsor due date.
Format: Reference/Handout
To View:
View Handout (pdf)

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Fixed-Price Residual Balance Transfer

A residual balance is an unobligated, unspent balance remaining on a fixed-price award at the conclusion of the project period. Reportable fixed-price awards ≥$20,000 require additional information (and approval) at closeout, per the details within the attached guide.
Format: Reference/Handout
To View:
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