Federal Shutdown Impacts to Pre-Award and Post-Award Activity in Office of Sponsored Programs

1. Federal ShutdownImpacts to Pre-Award and Post-Award Activity in Office of Sponsored Programs Office of Sponsored Programs MRAM, October 2013

2. Areas Impacted • Proposal Submission • New and Revised Notices of Awards • Existing Awards and Contracts • Subawards issued from UW on federal awards • Post-Award Sponsor Approval Requests • Advance Budgets and Budget Extensions • Closeout Read the October 8th MRAM email

3. Proposal Submission • Business As Usual • All non-Federal proposals and Federal proposals in which the sponsor is accepting applications • Departments must meet GIM 19, sponsor deadlines and requirements

4. Proposal Submission • Business is Anything but Usual • All Federal proposals in which systems are unavailable • Sponsors will announce revised deadlines • UW GIM 19 deadlines will be re-calculated • PIs have the option to submit to OSP with RTS=Yes or RTS=No • Applications marked RTS=No will be reviewed and returned

5. New and Revised Awards/Approvals • Suspended as of October 1st • All new and revised federal awarding activity • Pre- and post- award approvals • OSP action- • Processing all funding and approvals received prior to the shutdown. • Therefore, you may see Funding Action (FA) and Post-Award Change (PAC) receipts for federal awards.

6. Existing Awards and Contracts • Spending may continue on existing federal awards received – UNLESS notified differently by the sponsor. • “Stop-work” order or other suspension or termination notices • OSP will issue a PAC to place the budget number in a “Status 3” & immediately notify the PI/dept via e-mail • This prevents expenditures and revenue from posting • GCA may be contacted via GrantTracker for any exceptions to the Status 3 needed.

7. Subawards (i.e., outgoing subcontracts) • Existing Federal Awards – • If rebudgeting is allowable under expanded authorities and within expanded authorities limits, modifying existing or funding new subawards may be considered. • OSP will not process changes to a subaward(add new or change existing), if sponsor approval is required. Please hold onto these requests.

8. Post-Award Sponsor Approval Requests • Requests for approval (concurrence requests) that are already in OSP will be reviewed and placed on HOLD. • For new requests – • Submitted by sponsor system, please wait until system is back online • Submitted to sponsor by email, please wait until federal sponsors are back in the office

9. Advance Budget Numbers Requests for Expected Awards • Advance Budget Numbers: • OSP will continue to grant eligibility for ABN • Be conservative in the amount of pre-award spending • There is never any guarantee the sponsor will cover these costs. • OSP will notify campus should there be any change or limitation we need to implement in this process.

10. Budget Extensions • OSP can still receive budget extension requests. • All temporary budget extension requests will be processed. • All regular budget extension requests will be reviewed and placed on HOLD. • OSP cannot send required notifications to sponsors via sponsor systems. • OSP cannot fully process the Post-Award Change (PAC) and extend a budget number without sending these notifications.

11. Closeout of Federal Sponsored Program • Most final reports are submitted via sponsor systems or e-mail • Therefore, Closeout Notification Reminders from OSP will be suspended until further notice. • OSP will resume the notification process when sponsor systems and staff are available. • Result – PIs may have less time to complete and submit their reports.

14. Where do we go from here? • We anticipate a flurry of communication when the shutdown is over. • Sponsor systems may take up to a day to be back online. • OSP will continue to email MRAM with updates.