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Office of Sponsored Programs Post-Award Overview of Award Management/ Life Cycle of an Award

Office of Sponsored Programs Post-Award Overview of Award Management/ Life Cycle of an Award. Vice Chancellor for Research and Dean of Graduate Studies. Proposal Development Compliance – IRB / IACUC Office of Sponsored Programs Pre-Award Post-Award Technology Development.

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Office of Sponsored Programs Post-Award Overview of Award Management/ Life Cycle of an Award

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  1. Office of Sponsored Programs Post-Award Overview of Award Management/ Life Cycle of an Award Life Cycle of an Award

  2. Vice Chancellor for Research and Dean of Graduate Studies • Proposal Development • Compliance – IRB / IACUC • Office of Sponsored Programs • Pre-Award • Post-Award • Technology Development Life Cycle of an Award

  3. Post-Award Director: Jeanne Wicks 472-1825 jwicks2@unl.edu Assistant Director: Mike Behne 472-6323 mbehne@unl.edu Training and Web Resource Development: Ginny Gross 472-7061 ggross2@unl.edu Legal Intern: Heather Smith 472-7049 hsmith3@unl.edu Office of Sponsored ProgramsPost-Award Staff Life Cycle of an Award

  4. Post-Award Project Specialists Kathy Anderson 2-6326 kanderson2@unl.edu Deb Arent 2-6327 darent1@unl.edu Donna Douglas 2-6321 ddouglas1@unl.edu Shelly Hardies 2-2247 mhardies2@unl.edu Kathi Malone 2-3430 kmalone2@unl.edu Joyce Schuette 2-6354 jschuette1@unl.edu Life Cycle of an Award

  5. Session Topics Considerations prior to proposal submission Pre-award costs WBS establishment Management and reporting tasks during an award Project closeout Audits and reviews Life Cycle of an Award

  6. Proposal Development and Submission Idea Development Funding Source Identification Proposal Preparation Award Proposal Submission, Approval, Routing and Mailing Decline • Be aware of timelines • Avoid excess or voluntary cost share • Pre-award costs Life Cycle of an Award

  7. Considerations prior to proposal submission: • Avoid “excess” Cost Share . . . Cost share doesn’t increase funding opportunities and results in additional: • Personnel Activity Reports (PARs) • documentation • oversight and monitoring Life Cycle of an Award

  8. Considerations prior to proposal submission • Pre-award Costs: • aren’t allowed on “24” grants–State Single LOC • may not be available on all grants • are incurred at the risk of the department • are allowable no more than 90 days prior to effective date of award. Written permission from grantingauthorityis required to exceed 90 days. Use “Prior Approval to Spend” (IPAS) form to request Pre-Award costs. Life Cycle of an Award

  9. Considerations prior to proposal submission • You must include a budget that: • allows for inflation factor in multi-year awards • is complete & balanced to award amount • is at no deeper level than accounting system capability Include in budget: • F & A • benefits • sub-award information in the work statement Life Cycle of an Award

  10. Considerations prior to proposal submission • F & A (Indirect Costs): • support administrative & facilities costs associated with research • include a portion which is returned to the college • are a true cost to the university • are based on a rate negotiated and approved by the federal government Life Cycle of an Award

  11. Considerations before the award is signed • Reporting Requirements: • Burdensome requirements (e.g. copies of all invoices) • Other special conditions: • special forms • specific reporting dates Life Cycle of an Award

  12. WBS Establishment • Project information must be complete and include: • copy of proposal • a balanced budget that agrees to award • Cost Share information with: • specific persons identified • percentage of time commitment • funding source – cost center • signed & completed routing form • Verification of Compliance – IRB/IACUC • annual Conflict of Interest disclosure • subaward Information: Letter of Commitment, contact information, budget, work statement • Note:PARs from previous awards must be current. Life Cycle of an Award

  13. WBS Establishment • Timeline: • Creating the WBS – Monday, Wednesday, Friday • Changing payroll information (department responsibility) • Know your Project Specialist. Life Cycle of an Award

  14. Project Management Project Closeout WBS Establishment (Award Cost Center) Project Management Audit Life Cycle of an Award

  15. Project Management • Documentation: • personal Activity Report (PARs – Effort reporting) • original invoices • financial reports • no-cost extension (FDP) • other extensions Life Cycle of an Award

  16. Project Management • Basic Considerations for Costs: • Primary Principle - All costs must: • be reasonable • be allocable • be treated consistently across the institution • conform to any limitations or exclusions described in these principles or in the sponsored agreement as to types or amounts of cost items The cost is unallowable if these aren’t all met. Life Cycle of an Award

  17. Project Management • Department Responsibility: • Strongly recommend centralized records maintenance • Review/reconcile SAP reports • Use Commitments for planning purposes • Deficits not allowed – must remove immediately • Cost Share outside of payroll • travel • invoice • outside source Life Cycle of an Award

  18. Project management • Re-budgeting: • required in some cases – 0% - ??% • consider cumulative effect when determining if grantor approval is needed • management tool • Retention: • 5 years after the final report is filed • multi-year awards • audit of any records you retain Life Cycle of an Award

  19. Project Management • Overspending an Award: • Costs must be removed from the grant • Additional budget available? • Use commitments to avoid deficits • Special Issues: • Changing a PI during the grant • Sub-awarding part of the grant • Transferring award to another institution Life Cycle of an Award

  20. Project Closeout • Prior to end date: • Process PAFs • PARs • Act on SAP workflow messages (“action alerts”) • Request extensions (if needed) in a timely manner • First 30 days after the end date: • Pay all invoices • Remind subgrantees to submit invoices • Review SAP reports and adjust if needed Life Cycle of an Award

  21. Project Closeout • 30 – 60 days after end of award: • Post-Award finalizes adjustments • Post-Award reviews SAP financial Reports • SAP intramurals post • Department ensures records are ready for audit • Department (PI) files final technical report • 60-90 days after end of award: • Post-Award requests final reimbursement • Post-Award files final financial report(s) • Afterward: • Complete PARs Life Cycle of an Award

  22. Audits and Reviews • Documentation: • PARs • Invoices • Financial reports • Technical/progress reports • Other information required by the award • Retention: • 5 years after the final report is filed • Multi-year Awards Life Cycle of an Award

  23. Governing Regulations – Important Web Sites: OMB Circulars:http://www.omb.gov CFR:http://www.access.gpo.gov/nara/cfr/cfr-table-search.html FAR: http://www.arnet.gov/far/ FDP: http://www.thefdp.org UNL: http://busfin.unl.edu/bfsite/ State of Nebraska: http://www.das.state.ne.us/accounting/nis/amcon.htm Life Cycle of an Award

  24. Questions? Life Cycle of an Award

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