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Pre and Post Award – What You Should Know

Pre and Post Award – What You Should Know. Presented by: Your Senior Contract & Grant Officers Sponsored Projects Administration. Agenda. SPA Involvement Pre Award Post Award Award Review Informed Participant Agreements (IPA) Questions / Comments. SPA Involvement – Pre Award .

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Pre and Post Award – What You Should Know

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  1. Pre and Post Award – What You Should Know Presented by: Your Senior Contract & Grant Officers Sponsored Projects Administration

  2. Agenda • SPA Involvement • Pre Award • Post Award • Award Review • Informed Participant Agreements (IPA) • Questions / Comments

  3. SPA Involvement – Pre Award • Bring SPA into loop • Send RFP, guidelines, instructions • Any background information

  4. You’ve heard it before…so why again? • We can prioritize and prepare • Guidelines may include terms and conditions that are contrary to UC policy

  5. For Example… Excerpt from Juvenile Diabetes Research Foundation Applicant Guidelines

  6. Why?...cont. • We can tailor cover letter • Have we done business with this entity before? • Has any precedence been set? • What have we don’t in the past? • Is there guidance from UCOP? • A Master Agreement?

  7. Review of Draft Budget • Review draft budget and budget justification • We are required to collect full F&A – regardless of Sponsor type

  8. When proposal is funded • We have been proactive • Should not need to spend lengthy amount of time negotiating or revising budgets • Turnaround time is quicker: Receipt of award award synopsis

  9. SPA Involvement – Post Award • Notifications to Sponsor • No Cost Time Extensions (NCTEs) • Carry Forward Requests • Rebudget Requests • Submission to Sponsor by SPA

  10. Why is SPA involved?? • Terms & Conditions of Agreement • Are we in Compliance? • Is it Allowable? • Delays in Processing • Do we need to go back to Sponsor? • Are there Human/Animal protocols on project?

  11. Remember… We are here to help you!

  12. Award Review • Importance of reviewing Award documents • Common terms relevant to post-award department administration • Prime Awards • Other matters

  13. Importance of Review • Identifies the parties involved in the administration of the project • The official record detailing legal responsibilities of the parties • Terms and Conditions relevant to post-award administration

  14. Common Terms • Period of Performance • Pre-Award Spending • No-Cost Time Extensions • Funding Restrictions / Usage of Funds • Return of grant monies • Subcontracting restrictions • Contacts / Invoicing Instructions • Back-up documentation requirements • Sponsor notifications for spending thresholds

  15. Common Terms (cont.) • Modifications in Writing • Signatures from both Parties • Authorized Officials only • Confidentiality • Marking proprietary documents • Input from PI and SPA • Reporting / Deliverables • Updated schedules in modifications • Contracts by definition require deliverables

  16. Prime Awards • Prime sponsor is the ultimate source of funds • Flow-through Terms and Conditions and Contractual Obligations

  17. Other Matters • Stock Transfers • Permitted as payment for award • Use of excess funds is determined by sponsor • Foreign Currency • Normally negotiated in US Dollars • Award amount subject to change • Fixed exchange rates desirable

  18. IPA = Informed Participant Agreement

  19. Informed Participant Agreements Overview: • Informed Participant Agreement – Definition • IPA Procedure – A Head’s Up

  20. Informed Participant Agreements Definition: • An agreement that the PI, Department Chair, or Project Participant signs acknowledging acceptance of non-standard contract or grant terms. *non-standard = differs from UC policy

  21. Informed Participant Agreements A Head’s Up: • We’re standardizing our process, which means you’ll probably be seeing IPAs on a more frequent basis. • Significant Intellectual Property Interest = IPA • Significant Financial Interest = IPA or Email

  22. Senior CGO Contact Information: Barbara Inderwiesche Lauren Ryan x4-7697 x4-0446 barbara.i@uci.edu lauren.ryan@uci.edu Amy Kimble Chris Rigney x4-8634 x4-9816 akimble@uci.edu chris.rigney@uci.edu

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