Office of Sponsored Programs Post Award Administration

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

Post-Award Director Jeanne Wicks 472-1825
jwicks2_at_unl.edu Assistant Director Mike
Behne 472-6323 mbehne_at_unl.edu Training and Web
Resource Development Ginny Gross 472-7061 ggross
2_at_unl.edu Legal Intern Heather
Smith 472-7049 hsmith3_at_unl.edu
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Post-Award Project Specialists
Kathy Anderson 2-6326 kanderson2_at_unl.edu Deb
Arent 2-6327 darent1_at_unl.edu Donna
Douglas 2-6321 ddouglas1_at_unl.edu Shelly
Hardies 2-2247 mhardies2_at_unl.edu Kathi
Malone 2-3430 kmalone2_at_unl.edu Joyce
Schuette 2-6354 jschuette1_at_unl.edu
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Session Topics Considerations prior to proposal
submission Pre-award costs WBS
establishment Management and reporting tasks
during an award Project closeout Audits and
reviews
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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

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Considerations prior to proposal submission

• Avoid excess Cost Share . . .
• Cost share doesnt increase funding opportunities
  and results in additional
• Personnel Activity Reports (PARs)
• documentation
• oversight and monitoring

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• Considerations prior to proposal submission
• Pre-award Costs
• arent allowed on 24 grantsState 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.
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• 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

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• 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

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Considerations before the award is signed

• Reporting Requirements
• Burdensome requirements (e.g. copies of all
  invoices)
• Other special conditions
• special forms
• specific reporting dates

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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.

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WBS Establishment

• Timeline
• Creating the WBS Monday, Wednesday, Friday
  
• Changing payroll information
• (department responsibility)
• Know your Project Specialist.

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Project Management
Project Closeout
WBS Establishment (Award Cost Center)
Project Management
Audit
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Project Management

• Documentation
• personal Activity Report
• (PARs Effort reporting)
• original invoices
• financial reports
• no-cost extension (FDP)
• other extensions

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• 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 arent all met .

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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

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• 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

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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

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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

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• 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

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• 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

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Governing Regulations Important Web Sites OMB
Circulars http//www.omb.gov CFR
http//www.access.gpo.gov/nara/cfr/cfr-table-searc
h.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
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Questions?