So You’ve Decided To Be A Research Administrator

Overview

• Different Types of Positions involving Research Administration

Within Departments

Within Central Units

Overview con’t

• Different Models within Departments

Preaward and Post award separate

Pre- and post award combined

Overview con’t

• Focus on certain types of sponsoring agencies or develop a familiarity with a wide variety of agencies and types of sponsored research (grants, contracts, cooperative agreements, subcontracts, etc.)

Overview con’t

• Common Aspects Deadline driven job Requires continual learning on the job Utilizes basic skills of Accounting Creating/ Manipulating Spreadsheets Proactive, Clear Communication Time Management

Pre Award

• Activities may include:Reading sponsor announcementsCommunicating with PIPreparing budget and budget justificationPreparing and routing the PRFSubmitting the proposal package to SPA/ electronically/directly to agency

Pre Award• Reading sponsor announcements

Learn how to read and interpret RFPs, PAs, RFAs, other specialty announcementsUnderstand terminology (e.g. fixed price, grant, contract)Follow sponsor requirements (format, type of submission, budget requirements)Understand other areas of contract language (e.g. intellectual property, publication)Know when and what to send to SPA for review/ clarification

Pre Award• Communicating with PI – As early as

possible!Discuss who is responsible for each section of the proposalPrepare a schedule/ timeline clearly showing how long it will take to complete each part of the proposal AND get it out the doorLearn about the science/ prepare questions to ask PI necessary to complete budget and justificationDiscuss any limitations stipulated in the announcementDiscuss IDC issues – rates/ waivers; IDC sharing

Pre Award• Prepare Budget and Justification

Review A21 and U of MN rules as well as specific requirements in the announcementUnderstand format required (e.g. effort in hours, person months, percentage)Understand Agency requirements around F&ACommunicate with potential sub recipientsUnderstand other issues that may arise (e.g. salary cap limitations, program income, cost sharing)Make sure budget narrative supports budget decisions

Pre Award

• Prepare and route PRFContact other units well in advance to let them know what is comingDiscuss IDC sharing issues – know how your Assoc. Dean for Research interprets/ implements the policyAllow enough time; make sure PI is registered and knows how to use EMGS

Pre Award

• Submitting proposalKnow SPA deadlinesKnow what SPA expects to see in order to prepare institutional endorsement of proposalBe clear with SPA who is doing what

Post Award

• Activies may include:– Reading and interpreting Sponsor

agreement and NOGA– Working with PI – Monitor budget– Accounts receivable– Certified Approver

Post Award

• Sponsor agreement and NOGA– Learn how to read and interpret sponsor

agreements – Learn how to read and interpret NOGAs– Know when to contact SPA or Sponsor

for additional information or clarification.

– Know the importance of documentation and it’s management

Post Award

• Working with PI– Open respectful 2 way communication– Be proactive

• Inform PI of potential problems• Monitor budget so there are no surprises

at closeout

Post Award• Monitor Budget

– Be proactive– Know IDC rates and how they will

affect spending– Rebudget when necessary– Know sponsor limitations– Approve payment transactions– Setup payroll distributions– Effort

Post Award

• Monitor Budget (con’t)– Budget adjustments– Work with other departments on

collaborative budgets– Setup and monitor Internal Service

Organization (ISO) transactions. – Work with SPA at setup– Work with SFR at closeout

Post Award

• Accounts Receivable– Monitor payment on sponsor invoices– Approve invoice transaction prior to

SFR billing– May have to contact sponsor– Work with department adm to identify

funding source in the case that payment is not made

Post Award

• Certified Approver– Two part test to obtain certification– Certifies and/or approves transactions

sponsored project– Makes sure that justification is in

place for purchases– Know which transactions are allowable

for each sponsor and approve as applicable

SPA and SFR

Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN

SPA and SFR (con’t)• SPA:

– Reports up to the Vice President for Research

– Handles pre award: proposal submission, contract negotiations, award set up

• SFR:– Reports up to the Controller– Handles post award: Reporting &

invoicing, payment application, collections, close out

SFR Org ChartSue Paulson

Director

Kamala Upadhyaya

Associate Director

Mark RovaData Analyst

Marjorie NeboFiscal Officer

Accounts Receivable:Collections

Payment ApplicationClose Outs

Kerry MarsolekFiscal Officer

Non Federal Area:State of MinnesotaBusiness & Industry

Foundations

MN DOT

Tonya KnutsonFiscal OfficerFederal Area:

DHHSUS Dept of Education

NSFUS Dept of Energy

Federal Subcontracts

Sylvia TaubePrincipal Office & Admin

Specialist

Student Position

SFR Org Chart (con’t)

Marjorie Nebo

Kerry Marsolek

Tonya Knutson

Principal Accountants:

Lisa GowJulia Gordon (1/2

time)

Senior Accountants:Karen Dahlheimer

Dick HartmannNaison MadsonTodd Stroessner

Accountants:

Christina CheungMisty Bauermeister

Boon-Yi CheahStaci Gallahue (EFS)

Jim KaintzStephanie Kranitz

Kristin LienChris Ybarra

Senior Accountants:Kristie Berglund

Jane Hatlevik

Principal Accountants:Michele DobsinskiJulia Gordon (1/2

time)

Accountants:Bridget Al-QublanXuefei Hu (Fay)

Andrea HyllengrenLeah Mumm

Tuan Ta

Accounts Receivable Accountants:

Tatyana EstrinJill Neu

Principal Collection Representatives:Nayubel Bernard

Latina LaFloreCarly Prelwitz

Melvin Commodore

Job Requirements• SFR employees have:

– Excellent communication skills– Their own assigned workloads– An understanding of the invoicing and

reporting requirements for each award they are assigned

– Excellent (internal & external) customer service skills

– Accounting, database management and Excel experience

Job Requirements (con’t)

• Appointments in SFR are deadline driven, therefore– Time management skills and – OrganizationAre extremely important!

Resources!

SFR website:www.controller.umn.edu/SFR/sponsored_reporting.htm

Tonya Knutson

612-624-7850

knuts055@umn.edu