11 th Annual Post Award Workshop

1. 11th Annual Post Award Workshop Sponsored by: Vice President for Research Sponsored Programs Office Sponsored Programs Accounting

2. iClicker • I have a pending proposal(s) and/or funded award(s). • I am support staff and/or from administration. • I do not have either a pending proposal or a funded award. • I am a party crasher and I am here for the lunch.

3. Workshop Goals/Objectives • Organizational Overview • Staff Introductions • Project Payroll Certification Document (PPCD) • The Post Award Process • Institutional Research and Development (IRAD) • Answer specific questions

4. VPR Structure for Sponsored Projects Administration • VPR • Vice President for Research • Dave Reed • SPO • Sponsored Programs Office • Julie Seppala • IIE • Innovation & Industry Engagement • Jim Baker • POST AWARD • Sponsored Programs Accounting • (SPA) • PRE-AWARD SPO • PRE-AWARD IIE

5. Sponsored Programs Accounting

6. Responsibilities – Team Effort

7. Responsibilities – Principal Investigator (PI) and Department Chair/Director

8. Responsibilities – Sponsored Programs Accounting

9. FUN FACT “Funded/Awarded” does not always mean cash is received. Approximately how many invoices does SPA submit to Sponsors in any given year? • 5,000 • 3,000 • 1,500 • 500

12. PPCD Certification

13. Sponsored Project is AwardedWhat Now?

14. FUN FACT Approximately how many active Sponsored Projects does Michigan Tech have every year? • 500-600 • 300-400 • 800-900 • over 900

15. Sponsored Project Spending

16. Is the Expenditure Allowable? What are some examples of unallowable expenditures? Are there funds available and is the expenditure within the start/end date of the project? Does the expenditure require prior approval? Are the expenditures reasonable, allocable & consistently treated? Are the expenditures reasonable, allocable, applicable & consistently treated? What if the expenditure is unusual? Is the expenditure allowable per OMB Circular A-21 and/or sponsor? When is budget flexibility a concern?

17. Budget Flexibility Budget Modifications

18. FUN FACT Approximately how much in expenditures on Sponsored Projects in one given year? • $ 70 Million • $ 43 Million • $ 35 Million • $ 25 Million

19. Tools for Managing Your Projects • Budget versus actual expenses • Encumbrance • Labor Reports • Detail Transaction • Salary & Wages by Anniversary Year

21. FUN FACT Approximately how many payroll reallocations does SPA see in a year? • 200-300 • 1,000-1,100 • 2,000-2,100 • 700-800

22. Reallocations

23. Award Closeout Remember: 90 – 60 – 45 – 30

24. Institutional Research & Development (IRAD)

25. FUN FACT Of the total $11M in Facilities and Administrative (F&A) costs collected in fiscal year 2011 how much was kept for central administration? • $ 4M • $ 7M • $ 10M • $ 2M

26. Post Award Wrap Up • Ask SPA for help! • Good financial management = project success • Important to the process • Timely charges and reallocations • Timely closeout • Costs must be reasonable, allocable, applicable and consistently treated • IRAD indexes – project costs & grad support

27. Contacts

28. Web Resources • SPA website: http://www.mtu.edu/research/administration/sponsored-programs/accounting/ • Post Award Administration Manual http://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/PostAward_Manual.pdf • Allowable/Unallowable costs: http://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/allowable-expenditures\ • Charging expenditures to Sponsored Projects http://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/salary-wages-payroll • Internal Budget Modification Guidelines http://www.mtu.edu/research/administration/sponsored-programs/accounting/pdf/int-budget-mod-guidelines.pdfRequest for a budget modification • Request for Budget Modification http://www.mtu.edu/research/administration/sponsored-programs/pdf/req_mod.pdf IRAD Guidelines http://www.mtu.edu/research/references/guidelines-procedures/institutional-research-development.html