Post Award Overview @ UF

1. Post Award Overview@ UF

2. Sponsored Research Training Series http://hr.ufl.edu/training/research/index.html

3. Welcome Today’s Instructors Visit us on the web - www.cg.cfo.ufl.edu Which CG team serves you? • CG-Campus • CG-College of Medicine • CG-Engineering • CG-Health Science Center • CG-IFAS

4. Useful Information After today’s class… • Practice your skills with myUFL Toolkits • www.hr.ufl.edu/training/myUFL/toolkits/grants.asp • Join our listserv, to stay in touch • www.cg.cfo.ufl.edu/listserv.php • UFCGADMINS-l@lists.ufl.edu

5. What Questions Will We Answer Today? • What research administration terms should I know? • Must-know terms • Lingo Bingo • What’s the difference – Pre/Post Award? • How is Post Award managed at UF? • What are essential concepts in Post Award? • What is the Post Award Life Cycle?

6. What Questions Will We Answer Today? • What is the NOA and what does it tell me? • Is my NOA funding equal to Cash? • How is my NOA setup in myUFL? • Where can I find my Contract number? • Award Summary • Project Summary • How do I spend money on my award? • Project ChartField

7. What Questions Will We Answer Today? • How was my project budget allocated? • Using Budgets Overview • What’s my project’s available balance? • Monthly reports and reconciling • How can I change my budget allocations? • How does my award get closed? • Your comments/questions • Evaluations

8. What Research Administration Terms Should I Know?

9. Research Administration Terms Contracts & Grants Glossary provided at: • www.cg.cfo.ufl.edu/glossary.php Terminology Issues: • Grants have their own language • Different use of terms (inside and outside of UF) • Heavy use of acronyms

10. LINGO BINGO Throughout this class, you may hear or see many acronyms • As you encounter them, mark them off your LINGO BINGOsheet • At the end of the session, we will see how many people got BINGO (5 in a row horizontal, vertical, or diagonal) • Winners will receive a fabulous prize!

11. Research Administration Terms NOA (Notification of Award) • Also known as Notice of Award • The bridge between Pre-Award and Post-Award • A summary of all the information about a particular award • The information comes straight from the terms of the signed agreement • Used as the basis for entering the award into myUFL

12. Research Administration Terms PI (Principal Investigator) • AKA Project Manager or Project Director • Lead researcher • Ultimately responsible for the conduct of a sponsored project: • Intellectual Content • Fiscal accountability • Administrative organization • Adherence to policies and regulations

13. Research Administration Terms PIs may be: • Faculty members • Qualified Professional and Scientific staff members • For a more extensive list of who is eligible to submit a proposal for outside funding, see DSP’s Proposal Development Web page http://research.ufl.edu/faculty-and-staff/proposal-development-submission/proposal-preparation-information/who-can-be-a-principal-investigator.html

14. Research Administration Terms Project - The “Work” • PI Perspective • The scientific scope of research being conducted • Fiscal/Grants Specialist Perspective • Project ID: 8 digit number assigned in myUFL & displayed on the NOA

15. Research Administration Terms Master/Sub Project - Group of related projects • PI Perspective • Main objective divided into multiple projects. • Some examples of why it might be segregated: • Tasks; By Department and/or Lead Researcher; Billing schedule; F&A rate

16. Research Administration Terms Master/Sub Project - Group of related projects • Fiscal or Grants Specialist Perspective • Funding flows through master • Budget can then be transferred to subs by reducing master budget

17. Research Administration Terms Fixed Price Award (aka Fixed Cost Award) • A project that receives its funding as a set price • 5 different payment mechanisms.

18. Research Administration Terms Cost Reimbursable Award • A project that receives its funding as expenditures are incurred • Spend it or lose it • Billing schedules are determined by the award • Billing is most commonly done • Monthly; Quarterly; Annually

19. Research Administration Terms Contract Types • Fixed Price (Fee) • Task Based • By Subject (clinical trials) • % Complete • Advanced Payment • Scheduled Payment • Cost Reimbursable • Letter of Credit • Non Letter of Credit

20. Research Administration Terms Direct Costs • The costs directly associated with the activities of the project. • Salary of PI and other investigators • Lab Supplies • Equipment Purchased for this project • Travel • Animals • Patient Support

21. Research Administration Terms Indirect Costs or F&A aka IDC, Overhead, Administrative Costs • The costs that are indirectly associated with the activities of the project • Paying for Facilities (Places) • Building; Utilities; Insurance • Paying for Administration (People) • Employer provided Benefits; C&G; DSP

22. Research Administration Terms Cost Transfer • Any cost that is moved from its original chartfield source to a new chartfield • Retro Distribution – salary cost transfer • Journal Entry (p.k.a. E2E) – non-salary cost transfer

23. What’s the Difference –Pre/Post Award?

24. What is RA? Where do you fit in? Research Administration • A broad professional field serving many sectors • Pre Award • Post Award • Compliance • Intellectual Property • Electronic Research Administration (ERA) • Facilities and Administrative CostsProposal Preparation and Negotiation • Clinical Trial Management

25. What is RA? Where do you fit in? Research Administration • A broad professional field serving many sectors • Universities • Non Profits • State & Federal Government • Corporations • Hospitals • Foreign Entities

26. Pre/Post Award? Pre Award Responsibilities Generally means the activity priorto award establishment in the accounting system.

27. Pre/Post Award? Post Award Responsibilities Generally means the activity afterUF accepts the award.

28. What Are the Essential Concepts in Post Award?

29. Essential Concepts Sponsored Programs • “Rules” for spending the funds • Held in a restricted area in the Accounting system at UF • Federal: OMB Circulars A-21; A-110; A-133 • Non Federal: each sponsor determines Is the proposed budget item or expense: • Reasonable, Necessary, Allowable, Allocable?

30. Essential Concepts OMB Circular A-21 • Direct Cost (proposed or expensed) assigned with a high degree of accuracy • Reasonable • Necessary • Allocable • Proportional use can be documented and the methodology for assigning costs is justifiable

31. Essential Concepts OMB Circular A-21 • Itemized listing of unallowable costs • Consistently treated in like circumstances (CAS) • UF Cost Principles Policy / Directives & Procedures • http://www.generalcounsel.ufl.edu/regulations-and-policies/

32. Essential Concepts • Inappropriate: • Assigning charges to the project with the largest balance • Spending dollars to ensure no balance remains regardless of benefit to the project • Purchase of equipment in last quarter

33. Essential Concepts • Inappropriate: • Stockpiling of supplies near project conclusion • Rotating costs to a variety of projects (e.g. monthly) • Non-Federal Sponsors generally similar • Itemized listing of unallowable costs • Consistently treated in like circumstances (CAS)

34. Essential Concepts • Inappropriate: • Cost Transfers (OMB Circular A-21) C4b • “Any costs allocable to a particular sponsored agreement may not be shifted to other sponsored agreements in order to meet deficiencies caused by overruns (negative balances) or other fund considerations, to avoid restrictions or for other reasons of convenience.”

35. Essential Concepts • Inappropriate: • Cost Transfers (OMB Circular A-21) C4c • “Any costs allocable to activities sponsored by industry, foreign governments or other sponsors may not be shifted to federally-sponsored agreements.” • UF Cost Transfers Policy / Directives & Procedures • http://www.generalcounsel.ufl.edu/regulations-and-policies/

36. What Is the Post Award Life Cycle?

37. Post Award Life Cycle

38. Post Award Life Cycle Notification of Award (NOA) • NOA and award documents (Award Packet) are received by Contracts and Grants • The C&G Research Administrator (RA) responsible for setup reviews the NOA and award documents for accuracy and completeness

39. Post Award Life Cycle Award Setup and Budget Release • Financial System/Spending Authority Granted • C&G RA sets up award, contract and associated project(s) in myUFL financial system • Required financial reports and invoices as well as technical reports are scheduled • Budget is released in myUFL. This provides spending authority

40. Post Award Life Cycle PI Performs and Unit Assigns Expenses • PI performs scope of work • Unit personnel (Department, Center, School) work with PI to assign appropriate expenditures to the project • Unit personnel reconcile projects on a regular basis to make certain all appropriate charges are reflected

41. Post Award Life Cycle C&G Monitors Expenditures for Compliance • Appropriate expenditures must: • Meet the sponsors terms and conditions • Fall within the begin and end dates of the project period • Comply with all applicable rules and regulations • Benefit the scope of work • Be reasonable, necessary and allocable

42. Post Award Life Cycle C&G Invoices for Project Activity • C&G prepares and submits financial reports and invoices based on the expenditures booked in the financial system • Invoices and financial reports are submitted in the format(s) required by the sponsor and at the intervals identified in the award documentation

43. Post Award Life Cycle Financial and Technical Reporting • Submission of deliverables and reports • Within 90 days after the end of an award (sometimes sooner) all final deliverables and reports must be submitted • Property • Patent • Technical reports • Late reports/deliverables may hold up payment and in some cases jeopardize future funding opportunities

44. Post Award Life Cycle Closeout • C&G sends a letter to the PI asking for verification of final expenditures • Signed letter is returned, final figures verified • C&G prepares and submits all final financial documents • Final financial documents must be submitted no later than 90 days after the award end date (sometimes sooner) • Process may vary for Cost Reimbursable and Fixed Fee type awards

45. What Is the NOA?

46. What Is the NOA? Notification of Award (NOA) • The bridge between Pre-Award and Post-Award • A summary of information about a particular award • The information comes straight from the terms of the award • Used as the basis for entering the award into myUFL

47. What Is the NOA?

48. What Is the NOA?

49. What Is the NOA? Is my NOA funding equal to Cash? • Budget = Spending Authority (Award value) • Rarely does BUDGET = REVENUE • UF is “fronting” the cash for your budget and expenses • Until the sponsor pays us, the revenue is IN ARREARS • Exception – advanced payment

50. myUFL Simulation Resources