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Award Appropriation 101: Dollars and Sense

Award Appropriation 101: Dollars and Sense. OSR Quarterly Network Tuesday, May 7 th. Stephanie Logaras Associate Grants Officer Office for Sponsored Research. Andrew Mark Grants Assistant Office for Sponsored Research. What types of awards do we receive?. Awards Grants

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Award Appropriation 101: Dollars and Sense

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  1. Award Appropriation 101:Dollars and Sense OSR Quarterly Network Tuesday, May 7th Stephanie Logaras Associate Grants Officer Office for Sponsored Research Andrew Mark Grants Assistant Office for Sponsored Research

  2. What types of awards do we receive? • Awards • Grants • Cooperative Agreements • Contracts • Subawards • Fixed Price & Cost-Reimbursable • Unilateral vs. Bilateral

  3. Award Received! • Connect award to proposal record • If no proposal record exists, one must be created • Review and evaluate award terms and conditions • Negotiation and revisions with sponsor (as applicable) • OSR endorses award & obtains counter-signature when necessary

  4. Award Received – As Proposed • Awarded as Proposed • Most straightforward scenario • No changes to funding amount, effort, personnel, scope of work • Accurate proposal record expedites award set-up • Detailed internal budget • InfoEd PD record closeout • Confirm primary department is correct

  5. Award Received – With Changes • Budget Reduction • Evaluate scope of work and effort • Prorate or provide revised budget • Consider subcontracts • Communication with sponsor (and prior approval) may be required for certain changes

  6. Redistributed Chart Strings • Proposal Stage • Proposal Routing Form • If awarded, will this project require multiple chart strings? • Award Stage • Internal budgets provided to OSR • Include split & departments involved • Multiple subprojects take more time • Actively track on subprojects in other units

  7. Pre-Appropriation Requirements • Human subjects? • IRB approval • Animal subjects? • ACUC approval • FCOI? • If policy is applicable – FASIS COI Status is confirmed • Delays due to pending status

  8. OSR Award Set-Up Process (New)

  9. Project Account Summary (PAS) • InfoEd  NUFinancials  PAS • Summary of useful award information • PI & department administrators should carefully review PAS and award notice • Important award terms and conditions • Reporting (technical, financial)

  10. Sample PAS

  11. Sample PAS

  12. Sample PAS

  13. Outyear Funding • Tickler • Internal system for annual appropriation of awards fully funded at outset • Data entry for all years pre-entered in Year 1 expedites set-up • FDP/RTC auto-extensions • No award document included w/ PAS • If applicable, check for current approvals/compliance

  14. Outyear Funding • Other Anticipated Funding • New document from the sponsor for anticipated, additional funding • Non-competing continuation • Amendment • Award modification • Award document included with PAS • If applicable, check for current approvals/compliance

  15. OSR Award Set-Up Process (Outyear)

  16. Outyear Considerations • Communicate with OSR regarding changes requiring prior sponsor approval • Change in key personnel, effort (greater than 25%), scope of work • Ongoing Compliance • IRB, ACUC, FCOI • Unexpected delays in amendments • Consider prespending • Carry-forward balance limitations • Unanticipated funding • Record must be created in InfoEd

  17. OSR Roles and Responsibilities • Contracting Team • Review & Negotiation • Grants Officer (GO) • Primary POC • Review & Negotiation • Information QA check • Grants Assistant (GA) • Data Entry in InfoEd and NUFinancials • PAS and Award Mailings • Info Team • System integrations • Data QA check

  18. Questions? http://www.research.northwestern.edu/osr/support.html Stephanie Logaras s-logaras@northwestern.edu Andrew Mark a-mark@northwestern.edu

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