life cycle of an award1 office of sponsored programs post-award overview of award management/ life...
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Life Cycle of an Award 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
Office of Sponsored Programs Post-Award Staff
Post-Award Director:Jeanne Wicks 472-1825 [email protected]
Assistant Director:Mike Behne 472-6323 [email protected]
Training and Web Resource Development:Ginny Gross 472-7061 [email protected]
Legal Intern:Heather Smith 472-7049 [email protected]
Life Cycle of an Award 4
Kathy Anderson 2-6326 [email protected]
Deb Arent 2-6327 [email protected]
Donna Douglas 2-6321 [email protected]
Shelly Hardies 2-2247 [email protected]
Kathi Malone 2-3430 [email protected]
Joyce Schuette 2-6354 [email protected]
Post-Award Project Specialists
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
FundingSource
Identification
ProposalPreparation
Proposal Submission, Approval, Routing
and Mailing
Be aware of timelinesAvoid excess or voluntary cost sharePre-award costs
Award
Decline
Life Cycle of an Award 7
Avoid “excess” Cost Share . . .
Cost share doesn’t increase funding opportunities and results in additional:
•Personnel Activity Reports (PARs)•documentation•oversight and monitoring
Considerations prior to proposal submission:
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 granting authority is 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 collegeare a true cost to the universityare 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 proposala balanced budget that agrees to awardCost Share information with:
•specific persons identified•percentage of time commitment•funding source – cost center
signed & completed routing formVerification of Compliance – IRB/IACUCannual Conflict of Interest disclosuresubaward 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 ManagementWBS
Establishment(Award Cost Center)
ProjectManagement
ProjectCloseout
Audit
Life Cycle of an Award 15
Project Management
Documentation:
personal Activity Report (PARs – Effort reporting)original invoicesfinancial reportsno-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 allocablebe treated consistently across the institutionconform 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 maintenanceReview/reconcile SAP reportsUse Commitments for planning purposesDeficits not allowed – must remove immediatelyCost 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 neededmanagement tool
Retention:5 years after the final report is filedmulti-year awardsaudit of any records you retain
Life Cycle of an Award 19
Project Management
Overspending an Award:Costs must be removed from the grantAdditional budget available?Use commitments to avoid deficits
Special Issues:Changing a PI during the grantSub-awarding part of the grantTransferring award to another institution
Life Cycle of an Award 20
Project Closeout
Prior to end date:Process PAFsPARsAct on SAP workflow messages (“action alerts”)Request extensions (if needed) in a timely manner
First 30 days after the end date:Pay all invoicesRemind subgrantees to submit invoicesReview SAP reports and adjust if needed
Life Cycle of an Award 21
Project Closeout
30 – 60 days after end of award:Post-Award finalizes adjustmentsPost-Award reviews SAP financial ReportsSAP intramurals postDepartment ensures records are ready for auditDepartment (PI) files final technical report
60-90 days after end of award:Post-Award requests final reimbursementPost-Award files final financial report(s)
Afterward:Complete PARs
Life Cycle of an Award 22
Audits and Reviews
Documentation:PARsInvoicesFinancial reportsTechnical/progress reportsOther information required by the award
Retention:5 years after the final report is filedMulti-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?