the lifecycle of a sponsored project proposal award processing and account setup active period...
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The Lifecycle of a Sponsored Project
Proposal
Award Processing
And Account Setup
Active Period
Spending, Invoicing,
Reporting, Monitoring
Final Reporting
Closeout
Funding
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Funding Sources
Where does the Money come from? Congressionally appropriated funds for
Basic Research Private Foundations Federal Contracts for specific work Private Industry Contracts for specific
work
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Funding Opportunities
Federal Funds for Basic Research Annual Budget Act becomes Public Law
Sets funding levels for each agency (NSF, NIH, USDA etc. )
Agencies issue Requests for Proposals (RFP) on their website:
www.nsf.gov www.nih.gov http://www.csrees.usda.gov/
UA Faculty submit applications endorsed by SPS (on behalf of ORD)
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Funding Opportunities
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Funding Opportunities
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Funding Opportunities
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Funding Opportunities
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Funding Opportunities
back
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Funding Opportunities
Federal Funds for Basic Research Annual Budget Act becomes Public Law
Sets funding levels for each agency (NSF, NIH, USDA etc. )
Agencies issue Requests for Proposals (RFP) on their website:
www.nsf.gov www.nih.gov http://www.csrees.usda.gov/
UA Faculty submit applications endorsed by SPS (on behalf of ORD)
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Proposal Process
UA items needed for proposal process Three business day deadline Electronic Proposal as of October 1st
Replaced Paper PRS (Proposal Routing Sheet) Sponsor Face/Cover Page Project Abstract Budget and Budget Justification Cost Sharing Budget
Including evidence of commitment
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Proposal Process
Proposal Review Budget
ERE & F&A Rates Budget categories Cost Allowabillity Cost share
Compliance with University Policy and Sponsor Regulations
Conflict of Interest, Export Control, human/animal subjects, etc
Proposal Submission Upon SPS Approval
PI, Dept or College may then to submit to Sponsor
Electronic Submission by SPS Grants.gov Fastlane
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Agency Review
Federal Agencies Receive applications Initial Review of Applications for eligibility
and meeting RFP guidelines Peer Review: impartial merit review by
peers of applicants Distribution of Applications to Peer Review
Committee members
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Peer Review
Peer Review Committee Meeting:Face to face discussion of each application with goal of ranking best applications.
Outcome of Peer Review: ranking and recommendations.
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Selection and Award
Notification of Applicants: recommended, not recommended, ranking, etc. (Review Comments)
Budget review and negotiation with recommended applicants
Recommendation for funding to Grants Office
Funding Document Issued
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Classification of Award
Award documents Unilateral award
(does not require signatures)
Bilateral awards (require signatures)
Requires PI approval
Types of agreements
Assistance Grants Cooperative
Agreements Procurement
Contracts Cost
Reimbursement Fixed Price
Clinical Trials
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Award Process
CRSContracting & Research
Services
Post-Award
Pre-Award
Dept.
Sponsor
PIApproval
Counter Signature
UAFinancial Account
Fully executed Agreement
Negotiation
New Award
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Account Setup
Review for Special Restrictions (budget, equipment,
carryover, etc.) Invoicing Requirements Reporting Requirements
Enter into UAFinancials Once Budget is loaded, department can
begin spending
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Terms and Conditions
Where to find them: on the award Order of precedence:
Award Sponsor T&C (Program T&C and Agency T&C) Circulars
A-110; A-21 for federal grants Research Terms & Conditions (RTC); Agency
Specific T&C under RTC Federal Acquisition Regulations (FAR) for federal
contracts The SuperCircular ©
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Monitoring and Reporting
Monthly Reconciliations of Financials by Department and PI
SPS submits Invoices and Financial Reports Justification and backup from departments may be
needed SPS Monitors Aged Accounts Receivable and
Cash Balances Deficit Notices
New automatic deficit notice Property Reporting Invention / Patent Reporting: PI signature needed
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Monitoring Accounts
Action List – SPS Approvals GEC, General Error Correction SET, Salary Expense Transfer Effort Certifications Requisitions Purchase Order Changes with $ Postings to Expired Accounts
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Spending versus Time(“Burn Rate”)
Ideally, spending should be smooth with time, or peaking in middle of active period
Late spending (either delays in starting or spending a lot at the end) can raise red flags
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Modifications & Prior Approvals
No cost extensions (different sponsors have different processes)
Prior Approval (Administrative Changes) Key Personnel Budget change approval Equipment not in approved budget Foreign Travel Any waiver of Terms and Conditions
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Modifications & Prior Approvals
Amendments and Modifications: Continuation Funding Modifications requiring dual signature
Sponsor issued amendment UA templates (CRS site)
Research Terms and Conditions Grants From: NSF, NIH, USDA-NIFA, … RTC Prior Approval Matrix Prior approvals processed through
postaward
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End of the Project: Concurrence
Getting agreement from the PI is the basic requirement for final financial reporting and closeout
PI signs concurrence to certify expenses or delegates signature authority to Business Official
Uncommunicative PIs/Departments may result in FFR/Final Invoice being late with possible loss of funding
Budget is reduced as soon as concurrence is received
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MEMORANDUM
DUE DATE:TO:
FROM: Doug DawsonPhone: 626-6111
DATE:
RE: 4221700
Tetrazines for Hydrogen Storage
Unbilled Balance (To Be Invoiced Upon Concurrence)
$ 100,000.00 $ 99,999.17 $ 0.83 $ 0.83
Total award amount:Total expenditures:
Reasons for non-concurrence (if applicable):
I concur with the expenditure report and certify that all expenditures reported or payment requested are for appropriate purposes and in accordance with the provisions of the application and award documents. I understand that if I fail to return this concurrence by the DUE DATE the University may lose the ability to collect the unbilled balance and my department will be responsible for the uncollected funds.
Principal Investigator Date
$ -
Total unexpended balance:Budget will be reduced Refund to Sponsor:
The enclosed FINAL WORKSHEET and FINANCIAL STATUS REPORT for the referenced award are forwarded to you for approval. If you concur with this report, please sign the certification below and return this memo to me. If you do not concur, please advise me of the discrepancy for correction.
Douglas Loy c/o Rose Evans
Account No.
October 18, 2013
October 25, 2013
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4221700 8/31/2013 Current Valid Total Expenses &FINAL Previously Current Expenses Unliquidated Unliquidated Cumulative FRS Remaining
ITD Reported Expenses Adjustments Reported Obligations Obligations Obligations Budget Balance
Personnel 41,562.67 - 41,562.67 - 41,562.67 - 41,562.67 41,562.67 77,834.00 22,969.15
Tuition Rem. 13,302.18 - 13,302.18 - 13,302.18 - 13,302.18 13,302.18 - *
Operations 41,711.24 - 41,711.24 487.19 42,198.43 - 42,198.43 42,198.43 18,166.00 (24,032.43)
Subcontracts - - - - - - - - -
Travel 2,935.89 - 2,935.89 - 2,935.89 - 2,935.89 2,935.89 4,000.00 1,064.11
Capital - - - - - - - - - -
Direct 99,511.98 - 99,511.98 487.19 99,999.17 - 99,999.17 99,999.17 100,000.00 0.83
Indirect - - - - - - - - - -
TOTAL 99,511.98 - 99,511.98 487.19 99,999.17 - 99,999.17 99,999.17 100,000.00 0.83 *Tuition Remission rolls up into Personnel
I/C ADJUSTMENTS: I/C REPORTED:
TDC 99,511.98 TDC 99,999.17 DATELess Capital - Less Capital - Concurrence to DepartmentLess Other Non-OH & Tuition Rem. Less Other Non-OH & Tuition Rem. Report Mailed to SponsorI/C Base 99,511.98 I/C Base 99,999.17 I/C Adj. PreparedI/C Rate 0.00% I/C Rate 0.00% BL# & Date N/AI/C Earned - I/C Earned - Billing SentI/C Applied - I/C Applied - Cost Sharing RequestAdjustments - Adjustments - Initials
ADJUSTMENTS: UNLIQUIDATED TOTAL EXPENSE RECONCILIATION:OBLIGATIONS: as of : 10/18/2013
Month Month INVALID EXPENSES:Posted Posted Month
Reference No. To FRS Amount Reference No. To FRS Amount PostedSept Transactions Sep-13 451.33$ Reference No. To FRS Amount
October Transaction Oct-13 35.86$
- - - - - -
TOTAL -
TOTAL EXP & UNLIQ. OBLIG. 99,999.17
TOTAL EXP AS OF 10/18/2013 99,999.17
TOTAL 487.19 TOTAL - DIFFERENCE -
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Final Financial Report
Draft FFR will be sent to department with concurrence.
We are certifying that all expenses are appropriate and in accordance with the agreement. Revision is usually not possible.
More detail may be required than previously; department may need to provide this information.
Cost Category Breakdowns Personnel Classifications Cost Sharing Backup for some or all expenses Expense Justifications
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Property Reporting
Handled by SPS Property Administrator: Jennifer Brown
Based on award regulations For contracts that involve an equipment
deliverable it’s important to work with Jennifer and to have both a D-tag and proof of delivery
Possible outcomes depending on the regulations Maintain equipment at the UA Return equipment to sponsor Provide equipment to third party
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Invention/Patent Reporting
PI’s have ongoing responsibility to report any inventions to Technology Transfer Office
At the end of a project a Final Patent Report is often required. SPS facilitates this reporting.
SPS sends form to PI; PI completes and returns to SPS
SPS sends to Tech Transfer for signature
Back from Tech Transfer, SPS submits to sponsor
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Other Closeout Documents
SPS will complete or coordinate Release and Assignment Forms for
Contracts and Subcontracts UA Small Business Utilization Manager -
Beth Lopez in Procurement handles Subcontracting Report for Federal Contract
> $650K ($750K for new) – UA Small Business Utilization Manager - Beth Lopez in Procurement handles
EPA Grants need annual MBE/WBE
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Fixed-Price Contracts
Payment for Fixed-Price Contracts depends on deliverables being submitted and accepted by sponsor. SPS will request status of deliverables for invoicing.
SPS usually has little reporting at end; non-auditable
Dept confirms work is completed and requests conversion to fixed price complete
SPS confirms full payment is received and then Charges out IDC budget and Transfers remaining funds to PI’s FPC account in appropriate department
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Closing the Account
All reporting should be complete All encumbrance should be removed All disallowed transactions should be removed,
deficit should be cleared Accounts and cash must be balanced Account marked closed Records must be kept for 5 years from
acceptance of deliverables and Financial Report – Consult with College refer to records management
Time to find new funding …
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DISCUSSION & COMMENTS