Subaward Setup and Modifications to existing subawards. Interpreting and Reviewing subaward documents for federal, state, for-profit, and non-profit subawardees.

Interpretation includes:

(1) Understanding the requirements for setup of new subawards versus modifications to an existing subaward;

(2) Determining the proper subaward payment type (fixed fee, cost reimbursable, clinical trial/by subject, etc.);

(3) Ascertaining the type of subaward (contract, grant, clinical trial, etc.);

(4) Establishing and noting the appropriate billing type within the subaward record to ensure proper review for subaward invoice processing and subaward administration (e.g., fixed price with listing the schedule for invoicing/payments, clinical trial with listing the per subject base amounts, etc.)

Review includes:

(1) Verifying the accuracy of the subaward agreement including, but not limited to, verifying the proper subrecipient matches to vendor file in UF’s accounts payable system, ensuring encumbrance requests to hold funding for subaward match agreements, and funds are available in UF’s accounting system;

(2) Communicating any inconsistencies or inaccuracies with Subaward Manager and/or departmental staff and ensuring corrections are made;

(3) Capturing important restrictions or requirements for each subaward (e.g., cost share requirement, equipment purchase, risk assessed, etc.);

(4) Reviewing funding amounts to be encumbered to ensure the proper setup for a purchase order which will be used to process payments to subrecipient.

The responsibilities listed above require the ability to understand and decipher contract terms and special conditions in order to add pertinent information as it pertains to each subaward and the specifics for subrecipient invoicing the University for Payment.

Review of Invoices, Cost Sharing, Principal Investigator Certification Letter, Equipment, and Closeout.

Responsible for the detailed review and reconciliation of invoices submitted to the University of Florida and the accuracy of data entry for payment processing. Review includes ensuring that invoices and their components comply with all terms specific to individual subaward agreements. This review also covers, but is not limited to, amounts (direct and indirect costs), cost sharing, equipment costs (verify that equipment is a budgeted category in the agreement), and dates of the performance period are within an acceptable date range for the agreement. Ensures timely closeout of subaward in database once final invoice received and paid.

Performs a higher level of review when required due to instances of re-budgeting of funding, changes in or unmet cost sharing, etc.

Communicates with PIs, departmental staff, DSP, grants accountants, subawardee representatives, and others in a courteous and professional manner to resolve problems, communicate changes, and seek or provide guidance. Reconciles Subrecipient invoices against UF’s records. In instances where these do not agree, communication with subrecipient is required.

Ensures proper indirect cost charges are accurate as they apply to the subrecipient’s indirect cost agreement.

Bachelor’s degree in an appropriate area of specialization.

Ability to understand and apply applicable rules, regulations, policies, and procedures; analyze and interpret accounting data; reconcile accounting entries; Access database data entry; maintain transaction detail and records; communicate effectively orally and in writing; utilize problem-solving techniques; and work independently.

Ability to interact collegially with coworkers and as a team player to accomplish tasks.

Knowledge of basic accounting principles.

Ability to multitask.