Office of Research Administration

1. Office of Research Administration College of Engineering Meeting Monday, December 9, 2013

2. Tips for Streamlining Project Review and Approval

3. Pre-Award ResponsibilitiesGrants & Contracts Functions & Resources Tips Submit after PI has departmental approval Submit after all required signatures are completed Provide main POC Provide deadline date(s) Submit all documents required to avoid a delay in beginning our review Submit fully built application at least two business days before sponsor deadline • Grants and Contracts • Assistance with proposal preparation • Proposal review and submission to agency/sponsor • Award receipt, negotiation, acceptance • Other interactions with Agency/Sponsor:  no cost extensions, Just in Time, amendments, change in PI, grants transfers • Contract drafting and negotiation {sponsored research agreements, clinical trial agreements, subcontracts, confidentiality agreements, material transfer agreements (inbound only), etc.} • Budget assistance and negotiation • Creation of Medicare Coverage Analyses (billing grids) • Liaison with agencies, Jackson, VA and other entities

4. Subcontract Process

5. UM Subawarding to Another Entity Flowchart • Confirm that the Sponsor has approved subcontractor, scope, budget and period of performance. • If not, work with ORA Pre-Award to obtain prior, written sponsor approval to subcontract. • Verify subcontractor is approved UM Vendor. • If not, coordinate vendorization process with subcontractor and UM. • Prepare Purchase Requisition. • Obtain Purchase Requisition signatures. • Send Purchase Requisition, Scope of Work, Budget, Budget Justification, start/end dates and subcontractor’s contact information to ORA Expenditure. (See attached written instructions for further details and proper format for submission.) Legend PI/Department/MEDREPS ORA Expenditure Compliance ORA Pre-Award Purchasing • ORA Expenditure Compliance completes review of Purchase Requisition, Statement of Work, Budget and Budget Justification. • ORA Expenditure Compliance submits the signed Purchase Requisition and all additional required documents to ORA Pre-Award. The Department will be copied. (See attached written instructions.)

6. If budget changes are approved by Department, Department send revised Purchase Requisition to ORA Expenditure Compliance. • Draft and negotiate subcontract • Obtain subcontractor’s signatures. • If any budget changes requested by Sub-Site, ORA Pre-Award will advise department. (Follow steps on right). • Execute subcontract and scan subcontract and Purchase Requisition into Webview. • Send copy of fully executed subcontract with copy of Purchase Requisition to Purchasing (electronically). ORA Expenditure Compliance, Department and PI will be copied. • ORA Expenditure Compliance completes expenditure control and sends electronically signed Purchase Requisition to ORA Pre-Award. • Generate a Purchase Order. • Send subcontract and Purchase Order to subcontractor.

7. Pre-Award Contacts Suzanne Liv Page, JD, Director, spage3@med.miami.edu305-284-3924 Applications: Jacqueline Asenjo jasenjo@miami.edu 305-284-2835 Contracts: Karen Hurdle khurdle@med.miami.edu 305-284-3892

8. Post-Award • Support Research After Award is Received • Sponsored Account Opening and Budget Distribution • Award Management • Sponsor, Regulatory and Expenditure Review • Salary • Non-Salary • Financial and Effort Reporting • Billing and Collecting • Account Reconciliation and Closeout

9. Post-Award Current Projects Account opening – Goal Account Number Issued with Award Notice Expenditure and Salary Approval – Move to Monitoring Guidance – Website, Forms, Procedures, Training • Cost Transfers • Salary Transactions • E-Berf Checklist

10. Post-Award Contacts Charlene Blevens, CPA, CFE, CRA, Director 305-284-1243 c.blevens@med.miami.edu Award Set up and Salary Transactions Gloria Gari 305-284-4088 Ggari@med.miami.edu Expenditure Transactions & Effort Reporting Maria Ortiz 305-284-2375mvortiz@miami.edu Billing and Reporting, Account Close Out Maria Amelia Garcia 305-284-4022 MGarcia4@med.miami.edu

11. Thank You! Questions?