Changes in CSU Fiscal Officers: Impacts and Contacts

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CSU Fiscal Officers (FOs) are responsible for providing daily oversight on how funds are spent and managed. For sponsored funds (5-3 funds), this oversight includes ensuring funds are spent according to sponsor and fiscal policies, that transactions are recorded and reported properly, and that 5-3 accounts are reconciled on a monthly basis.

When a FO changes, it is important that OSP is notified of the change so that requests for information and approvals are sent to the appropriate person. For example, subaward invoices are sent to the unit FO for review and approval. If a former FO has not set an autoreply, OSP requests for approvals sit in limbo resulting delayed payments to subrecipients which may result in an audit finding.

FO information is not changed directly in KFS for sponsored (5-3) accounts.

A department or college business officer should notify the appropriate SRA and the assigned Accounting Tech for the sponsored (5-3) account when the CSU Fiscal Officer assignment needs to be changed. Individual account information is changed by the assigned Account Tech in KR Award and the information feeds to KFS in the overnight batch process.

If the change affects an entire department or a large set of accounts (>20), the OSP SRA will send a global change request to Chelo Jorge, Financial Research Accounting Manager, who will create the ticket for the mass change in KR Award that feeds to KFS. For department changes, Andy Reynolds on the eRA team will also change the default Kuali Research FO in the unit administrator table.

If the change of fiscal officer also affects the responsibility for ECC/ecrt pre-review, the new contact information should also be sent to the VPR ecrt Support email address.

Blog post by Steve Crawford, Subrecipient Risk Analyst & Invoicing, and Chris Carsten, eRA Systems Officer, Office of Sponsored Programs