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Post-Award Grant Administration

Post-Award Grant Administration. Presented by: Sponsored Program Accounting Updated: Fiscal Year 2014. Overview. Functions of Sponsored Program Accounting Life Cycle of a Grant (Post-Award) Proactive Approach to Managing Grants & Contracts Questions and Answers.

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Post-Award Grant Administration

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  1. Post-Award Grant Administration Presented by: Sponsored Program Accounting Updated: Fiscal Year 2014

  2. Overview • Functions of Sponsored Program Accounting • Life Cycle of a Grant (Post-Award) • Proactive Approach to Managing Grants & Contracts • Questions and Answers

  3. Functions of Sponsored Program Accounting • Post-award administration of grants and contracts (5XXXXX) • Gift Accounts (2XXXXX), Research Stim (103XXX), & Research Incentives (1047XX) • AU set-up, billing and collection, financial reporting, close-out • Processing of expenditures (salary and non-salary) • Ensure compliance with OMB Circulars A-21, A-110 & A-133 • Sub-recipient monitoring • Effort certification for Lakeside Campus • Submission and negotiation of FB rates & F&A rates • Survey completion / federal data collection • Annual audit coordination: A-133 & program-specific

  4. Life Cycle of a Grant Stages in Grant Administration (Post-Award)

  5. AU Set Up – Post Award PI & Department SPA • Ensure ORS has an executed copy of the notice of award • Prepare the post-award budget with ORS • Review AU set-up package received from ORS • Assign attributes and create AU in Lawson • Email notification of new AU number and forms • Signature Form • Security Access Form

  6. AU Set Up – Pre Award PI & Department SPA • Complete the Advanced Account Authorization Form (AAAF) • Guarantee AU • Approval Requirements • Submission to ORS • Follow-up with sponsor on status of executed agreement • Absorb any expenses incurred if the grant does not come through • Review AAAF & AU set-up • Review correspondence from sponsor • Monitor spending levels • Extension of 90 day guarantee period • Update AU attributes once award received

  7. Expenditure Processing • Basic Costs Considerations • Allowable • Allocable – assignable, direct benefit • Reasonable – prudent person test • Consistent – direct vs. indirect expense

  8. Expenditure Processing PI & Department SPA • Submission of payroll forms for salary expenses • Initiate check requisitions, expense reimbursements, pro-card transactions, POs, etc. • Monthly review of all charges • Preparation of cost transfer forms • Re-budgeting requests • Timely submission of cost share supporting documentation, where applicable • Review payroll forms and process retroactive adjustments • Review non-salary expenses • Email monthly reports • Process cost transfers & re-budgets

  9. Billing and Collection PI & Department SPA • Review charges monthly to avoid incorrect billing • Completion of required progress/scientific reports • Preparation of invoices for clinical trials • Preparation of invoices • Payment Type • Expenses in General Ledger • Drawdown of federal funds (NIH, NSF, DOED, etc.) • Follow-up on aging invoices and outstanding scheduled payments

  10. AU Close-Out PI & Department SPA • Final review of expenditures • Submission of payroll forms to stop salary charges • Preparation of cost transfer forms for non-salary costs • Clear commitments / POs • Resolution of overdraft or unused funds • NCE / Continuation Funding • Coordinate extension with ORS • Submit AAAF • Emailed notification of approaching end dates • Final review of charges on grant to ensure compliance • Process salary adjustments and non-salary cost transfers • Refund unspent funds

  11. Reporting Requirements PI & Department SPA • Completion of scientific and technical reports, invention statements and other programmatic reports • Preparation of carryover request (if approval required) • Carryover Letter • Carryover Budget • Preparation of ALL financial reports • Federal Financial Report (FFR) • Award-specific • Quarterly cash reconciliation • Report of Expenditures • Audit Requirements • Program-specific • A-133 audit

  12. Proactive Approach to Managing Grants • Set-up pre-award AUs and continuous follow-up on award notice • Review monthly expenditure reports and communicate corrections to SPA as soon as possible • Timely revision of payroll forms to avoid overdraft, out-of-period expenses and cost transfers over 90 days • Watch for grant end dates (continuation, AAAF or close-outs) • Close all AUs that have ended, are fully spent or are not needed

  13. SPA Website • SPA Website – www.luc.edu/spa/index.shtml • Policies and Procedures • Electronic Forms • OMB Circulars: A-21, A-110, A-133 • Rates

  14. Questions?

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