National Math and Science Initiative (NMSI) Financial Reporting (teachHOUSTON)

The purpose of this document is to outline the collection and reporting of all teachHOUSTON expenses to the National Math and Science Initiative.

The NMSI financial reporting website is located at http://www.uteachweb.org/.

This reporting to NMSI is above and beyond our usual reporting, and for this reason, is provided as an estimate for NMSI's purposes to aid in their mission.  However, it is our policy collect and report as accurately as is cost effective.

Financial Reporting Collection and Calculation

NOTE:  All five types of reporting must occur for a full reporting of costs to NMSI.  Reporting is due on the 15th business day of the month for the prior month, and changes cannot be made after the last day of the month for the prior month's transactions.

I.  From cost centers whose funds are entirely allocated to the teachHOUSTON program.

Revenue:  At the time of allocation/receipt of funds, the revenue should be reported to NMSI as much as was received within the cost center, verified by the 1074 and/or FileMaker Pro.  Entries in the NMSI database should be made in the record associated to cost center in which the revenue was received.

Expense:  All expenses should be reported after reconciliation with FileMaker Pro.  Entries in the NMSI database should be made in the record associated to the Sub-account (listed below) most closely related to the expense type and specifying "Direct Charges."

Expense Calculation:  First, ensure that all expenses on all teachHOUSTON-only cost centers have been assigned a subaccount in FMP.  Then spot check them to confirm that they are appropriately coded.  See the NMSI Reporting Guide for Allocated Fund Cost Centers for the remainder of the instructions.

II.  From cost centers with teachHOUSTON/non-teachHOUSTON comingled, but allocated funds

Revenue:  At the time of allocation/receipt of funds, the revenue should be reported to NMSI as much as was received within the cost center specifically for teachHOUSTON, verified by the 1074 and/or FileMaker Pro and by specific commitment statements or other similar documentation.  When the cost center is handled outside of the department, work with the other department contacts for these details.   Entries in the NMSI database should be made in the record associated to cost center in which the revenue was received.

Expense:  All expenses should be reported after reconciliation with FileMaker Pro.  Special care should be taken to remove items that are not allocated or expensed on behalf of teachHOUSTON.  Report only on subaccounts listed below.   Entries in the NMSI database should be made in the record associated to the Sub-account (listed below) most closely related to the expense type and specifying "Direct Charges."

Expense Calculation: First, ensure that all teachHOUSTON expenses on comingled teachHOUSTON cost centers have been assigned a teachHOUSTON subaccount in FMP.  Then spot check them to confirm that they are appropriately coded. See the NMSI Reporting Guide for Allocated Fund Cost Centers for the remainder of the instructions.

III.  From reported effort from personnel not entirely directly paid by teachHOUSTON funds.

Revenue: On the corresponding month as when the effort was contributed, a revenue in the same amount as the expense should be added to the NMSI database to the UH Indirect Cost Share revenue line. 

Expense:  An expense equal to the calculated monetary equivalent of the employee's effort should be added to the NMSI database within the subaccount category (listed below) most closely related to the nature of the employee's effort for teachHOUSTON on the corresponding month as when the effort was contributed.     Entries in the NMSI database should be made in the record associated to the Sub-account (listed below) most closely related to the expense type and specifying "Indirect Cost Share."

Expense calculation: Over the period in which the effort was contributed, locate all check numbers that paid the employee.  If the employee is a biweekly employee, then reporting should be made the month in which the paycheck posted (issue date in paycheck data in PeopleSoft).  In this case, effort reporting will be requested by pay period to avoid incorrect calculations. Verify that the cost center(s) that the employee was paid from allows cost sharing.  If all do, then run the RAF forms for each check number over the period, calculate the fringe total amount including UCI/WCI, calculate the salary amount, and multiply each by the % effort verified as contributed.  This will become the amount reportable to NMSI.  HOWEVER, if any portion of the employee's effort was paid on teachHOUSTON cost centers, then that portion should be removed and only the amount remaining should be reported as indirect cost share.   This is due to the fact that the amount posting to teachHOUSTON cost centers will already be reported to NMSI.

Backup storage:  pdf print or pdf scan the email from the employee, the approval from the teachHOUSTON employee that supervised their effort, and the RAF forms with calculations into T:\NMSI\Cost Sharing Backup FY XX\Payroll Cost Sharing with a filename in the format, Lastname.Firstname.Month.YY.tH.Cost.Share.pdf.

IV.  For specific non-payroll teachHOUSTON expenses paid inside or outside of the Math department by funds not specifically allocated to teachHOUSTON.

Revenue: On the corresponding month as when the expense posted to the University's General Ledger, a revenue in the same amount as the expense should be added to the NMSI database to the UH Indirect Cost Share revenue line.

Expense:  An expense should be added to the NMSI database within the subaccount category (listed below) most closely related to the nature of the expense in the corresponding month as when the expense posted to the University's General Ledger.  Entries in the NMSI database should be made in the record associated to the Sub-account (listed below) most closely related to the expense type and specifying "Indirect Cost Share."

Expense calculation:  The amount should be equal to the amount of the item purchased and not paid for on teachHOUSTON cost centers.

Backup storage:  the UH document coversheet as well as all of its backup with arrows pointing out the items specifically for teachHOUSTON should be pdf printed or pdf scanned into T:\NMSI\Cost Sharing Backup FY XX\non-Payroll Cost Sharing with a filename in the format, VendorName.DD.CC.Month.YY.tH.Cost.Share.pdf (where DD.CC is the dollars and cents of the total amount cost shared).

V.  From state mapping cost centers for fringe associated to ledger 1 (L1) cost centers entirely or partially allocated to the teachHOUSTON program.

Revenue:  On the corresponding month as when the expense posted to the University's General Ledger on ledger 1 funds, a revenue in the same amount as the full amount of fringe associated to the salary paid by the ledger 1 cost center should be added to the NMSI database to the UH Indirect Cost Share L1 Fringe revenue line.

Expense:  An expense should be added to the NMSI database within the subaccount category of Indirect Cost Share L1 Fringe.

Expense calculation: Over the period in which the effort was paid by L1 funds, locate all check numbers that paid the employee.  Run the RAF forms for each check number over the period, calculate the fringe total amount including UCI/WCI associated to the salary total amount paid by L1.  This will become the amount reportable to NMSI as Indirect Cost Share L1 Fringe. 

Backup storage:  pdf print or pdf scan the RAF forms with calculations into T:\NMSI\Cost Sharing Backup FY XX\Ledger 1 Fringe\<Month> with a filename in the format, Lastname.Firstname.Month.YY.tH.Cost.Share.pdf.

NMSI Reporting Revenue and Expense Category Formats

Subaccount categories for NMSI reporting/UH financial tracking

NOTE:  in FileMaker Pro, fringe is included in all salary-related subaccounts.  However, for NMSI reporting, FRINGE IS SEPARATED.