Key Abbreviations

1
Key Abbreviations OSP Office of Sponsored
Programs GFC Grants Financial Coordinator PIF
Proposal Information Form DAF Department
Approval Form BAF Budget Approval Form SO
Signing Official NOA Notice of Award
2
CHOA PRE-AWARD PROCESS
CHOA OSP
PI/PD
When a grant has been identified, submit the
PIF, CPT codes and Schedule of Events to OSP
OSP receives PIF and creates grant file
OSP provides patient care pricing info
Notify IRB
Complete apps/forms
Prepare and Route DAF
OSP assists w/ application
Start budget preparation
OSP retains DAF for budget review
Submit approved DAF to OSP
Complete budget, submit BAF and budget to OSP
for approval and review
OSP reviews obtains CHOA SO approval
Is CHOA the prime?
No
Yes
Application submitted by OSP to sponsor
CHOA provides required materials to sponsor
Sponsor issues NOA (as submitted)
Sponsor issues NOA (Budget Revised)
OSP negotiates, develops/receives contract
submits to legal for review/approval
Legal issues approval to execute
contract (authorization to proceed NOA)
Submit revised budget to OSP

• opens grant account (Activity)
• issues internal Notice of Award
• coordinates grants management
• process with PI/PD

Scan all documents and save on shared drive in
Grants and Contracts folder
Awards for Hughes Spalding must be awarded to
Childrens and subd to HS
3
CHILDRENS GRANTS ACCOUNTING PROCESS
Childrens Grants Accounting
PI/PD
Receives internal NOA and set up CHOA grant
account notebook
Coordinator receives NOA and copy of sub contract
GFC creates Patient Invoices and sends to
coordinators
Coordinator will meet with GFC to go over
registration, flagging patients in EPIC patient
tracking system and patient care Billing.
Enrollment starts
If applicable, GFC receives invoices from
Pharmacy and Research Lab and sends to
coordinators
Begin Spending to Childrens Grant Account /
Activity
GFC receives approval from coordinators for
expenses from Pharmacy, Processing Lab, Patient
Care and other vendors.
GFC expenses the study /activity via a Finance
label then sends to Corp. Finance for processing
GFC Invoices Sponsor for Childrens expenses
GFC copies coordinator on deposits, GFC notifies
coordinator of amount available for salary
re-classes
GFC receives and processes Payments to
Childrens Grant Activity
GFC receives and processes Payments to
Childrens Grant Activity
GFC receives Monthly Financial Reports to
reconcile and make corrections and/or adjustments
GFC receives Monthly Financial Reports to
reconcile and make corrections and/or adjustments
Complete salary re-classes as needed Send to
payroll and copy Manager, OSP
GFC will ensure all expenses are paid and all
revenue has been received and Grant Activity has
a zero balance
GFC will ensure all expenses are paid and all
revenue has been received and Grant Activity has
a zero balance
When study is complete notify GFC
When study is complete notify GFC
GFC closes out CHOA Grant Account