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The Life Cycle of a Sponsored Project

The Life Cycle of a Sponsored Project. Sara Kinser , Office of Grant & Research Development, skinser@wsu.edu Lauren Hatley , Sponsored Programs Services, lauren.hatley@wsu.edu. Recording date of this workshop is October 4, 2013.

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The Life Cycle of a Sponsored Project

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  1. The Life Cycle of a Sponsored Project Sara Kinser, Office of Grant & Research Development, skinser@wsu.edu Lauren Hatley, Sponsored Programs Services, lauren.hatley@wsu.edu

  2. Recording date of this workshop is October 4, 2013. Some of the rules and procedures discussed in this workshop are subject to change. Please check university resources before relying exclusively on this recorded presentation

  3. First Steps • Idea Generation • Identification of Funding Opportunities and Sources • COS Pivot, SciVal Funding, Grants.gov, Others • Proposal Preparation • Top 10 Proposal Writing Tips – See hand out for PIs • OGRD Quick Guide, Departmental Contact List, Budget Guidelines (http://www.ogrd.wsu.edu/) • Proposal Management Unit (PMU) • Proposal Review, Routing and Approval • eREX Form (http://www.ogrd.wsu.edu/forms.asp) - TWO DAYS BEFORE THE DEADLINE PLEASE. • Proposal Submission/Grant and Contract Coordinator review • Electronic websites/Grants.gov/email vs. Regular Mail/FedEx

  4. Chairs & Departmental Support • Budget Development-Federal Regulations and Cost Accounting Standards, OMB Circulars, BPPM • Non-Fed: See award document for specifics • Proposal Development – Some departments have specific help. • Project Oversight/Management, Review and Approval of eREX Form, Compliance Support, Expenditure Tracking, etc. • Understand the Process – BIG KEY • Flow Chart at the beginning and end of the presentation

  5. Compliance Issues/Topics to Think About • Hot Topic: Financial Conflict of Interest • Start by reading Executive Policy #27 • PHS FCOI Regulations • Subrecipients need a Policy • More Compliance • Institutional Bio-safety Committee • Human Subjects Protection • Institutional Animal Care and Use Committee • Environmental Health and Safety • Radiation Safety • Human Resources and Equal Opportunity

  6. What Now – I have $$ • Awards and Acceptance • Grants/Cooperative Agreements 6-9 months, Contracts can be much quicker. Check MyResearch for updates. • OGRD acceptance = WSU acceptance. WSU’s Authorized Official. • Mandatory Training • Award/Account Set-Up, The Account Number • Guarantees • Award Management and Maintenance • Subcontracts? • What do I do if I need to change aspects of my award/contract or work? • Work with OGRD to determine if agency approval is required. • Work with OGRD/SPS, as applicable, if agency approval is NOT required.

  7. Award set-up: SPS • Receive executed award • Assign Program/Budget/Project as needed • Agency number, award number (external or internal) • Allocating budgets • Ensure agency approved award budget • Review Award, Proposal for important information • Period of Performance • Equipment • Invoicing requirements • Unspent balances at term

  8. Award Set-up/Maintenance • Add appropriate exception codes • Balances (AIS) • Update OGRD Database MAINTENANCE • Invoicing/Financial Reports • Approving subcontracts: sub award #, POP, allowable expenditures, authorized signature, certifyingstatement/signature • Effort Certification • Expenditure Transfers

  9. Changes • Reasons: • Period of Performance Change • Budget change • PI Change • Scope of Work • Coordinate with OGRD for Amendment, Modification, Addendum • SPS will execute changes appropriately Sponsored Project Activity Request Expenditure Transfer Requests Expense Assignment Action

  10. Guarantees • Request on a Sponsored Project Activity Request Form (BPPM 40.23.10) • Can be GUAR for time and money/both • SPS will remove GUAR after receiving Executed Award

  11. Closing • Coordinate for final invoicing/reports • Review of the requirements within Federal, Sponsor, and University Policy/Regulations • Final Financial & Invention Reports, Effort Certification, etc. • Closing of Accounts • Time Extensions: Only if a project is unfinished, NOT because you have money left over to spend. • Clear Overdrafts • Zero Objects/De-obligations • Close Account

  12. Ready to close

  13. Tidying Up – Mostly post-award • Provide A-133 Audit Compliance as requested • Ongoing Training

  14. Important sites: • Office of Grant and Research Development (OGRD): http://www.ogrd.wsu.edu/ • Proposal and Award Database • Links to funding sites and opportunities • eREX Form, Budget Template, Quick Guide, Workshops, Memos and Guidelines • Office of Research Assurances (ORA): http://www.ora.wsu.edu/ • Human and Animal Subjects information • Institutional Biosafety • Export Controls • Office of Research (OR): http://www.officeofresearch.wsu.edu/ • Support Units (OGRD, ORA, Campus Vet, Radiation Safety, etc.) • Core Facilities and Centers • Policies • Sponsored Program Services (SPS):http://sps.wsu.edu/ • Account and expenditure Information • F&A Agreement and documents • http://www.wsu.edu/~forms/manuals.html • Business Policies and Procedures Manual (BPPM) • Executive Policy Manual

  15. Questions? Comments?

  16. WSU employees attending this session via videoconferencing and who wish to have it documented on their training history must notify Human Resource Services within three days of the session date: hrstraining@wsu.edu

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