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Post-Award Grant Administration

Post-Award Grant Administration. Presented by: Sponsored Program Accounting March 19, 2010. Functions of Sponsored Program Accounting Life Cycle of a Grant (Post-Award) Proactive Approach to Managing Grants & Contracts Questions and Answers. Overview.

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Post-Award Grant Administration

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  1. Post-Award Grant Administration Presented by: Sponsored Program Accounting March 19, 2010

  2. Functions of Sponsored Program Accounting Life Cycle of a Grant (Post-Award) Proactive Approach to Managing Grants & Contracts Questions and Answers Overview

  3. Post-award administration of grants and contracts (5XXXXX) Gift Accounts (2XXXXX), Research Stim (103XXX), Potts (480XXX) & Research Incentives (1047XX) AU set-up, Billing and Collection, Financial reporting, Close-out Processing of expenditures (salary and non-salary) Ensure compliance with OMB Circulars A-21, A-110 & A-133 Sub-recipient monitoring Effort Certification for Lakeside Campus (includes SON) Submission and negotiation of FB rates & F&A rates Survey completion / Federal data collection Annual audit coordination: A-133 & program-specific Functions of Sponsored Program Accounting

  4. Life Cycle of a Grant Stages in Grant Administration (Post-Award)

  5. AU Set-Up – Post-Award PI & Department SPA Review AU set-up package received from ORS Assign attributes and create AU in Lawson Email notification of new AU number and forms Signature Form Security Access Form • Ensure ORS has an executed copy of the notice of award • Prepare the post-award budget with ORS

  6. AU Set-Up – Pre-Award PI & Department SPA Review AAAF & AU set-up Review correspondence from sponsor Monitor spending levels Extension of 90 day guarantee period Update AU attributes once award received • Complete the Advanced Account Authorization Form (AAAF) • Guarantee AU • Approval Requirements • Submission to ORS • Follow-up with sponsor on status of executed agreement • Absorb any expenses incurred if the grant does not come through

  7. Expenditure Processing • Basic Costs Considerations • Allowable • Allocable – assignable, direct benefit • Reasonable – prudent person test • Consistent – direct vs. indirect expense

  8. Expenditure Processing PI & Department SPA Review payroll forms and process retroactive adjustments Review non-salary expenses Email monthly reports Process cost transfers & re-budgets • Submission of payroll forms for salary expenses • Initiate check requisitions, expense reimbursements, pro-card transactions, POs, etc. • Monthly review of all charges • Preparation of cost transfer forms • Re-budgeting requests

  9. Billing and Collection PI & Department SPA Preparation of invoices Payment Type Expenses in General Ledger Drawdown of federal funds (NIH, NSF, DOED, etc.) Follow-up on aging invoices and outstanding scheduled payments • Review charges monthly to avoid incorrect billing • Completion of required progress/scientific reports • Preparation of invoices for clinical trials

  10. AU Close-Out PI & Department SPA Emailed notification of approaching end dates Final review of charges on grant to ensure compliance Process salary adjustments and non-salary cost transfers Refund unspent funds • Final review of expenditures • Submission of payroll forms to stop salary charges • Preparation of cost transfer forms for non-salary costs • Clear commitments / POs • Resolution of overdraft or unused funds • NCE / Continuation Funding • Coordinate extension with ORS • Submit AAAF

  11. Reporting Requirements PI & Department SPA Preparation of ALL financial reports Federal Financial Report (FFR) Award-specific Quarterly cash reconciliation Report of Expenditures Audit Requirements Program-specific A-133 audit • Completion of scientific and technical reports, invention statements and other programmatic reports • Preparation of carryover request (if approval required) • Carryover Letter • Carryover Budget

  12. Set-up pre-award AUs and continuous follow-up on award notice Review monthly expenditure reports and communicate corrections to SPA as soon as possible Timely revision of payroll forms to avoid overdraft, out-of-period expenses and cost transfers over 90 days Watch for grant end dates (continuation, AAAF or close-outs) Close all AUs that have ended, are fully spent or are not needed Proactive Approach to Managing Grants

  13. SPA Website – www.luc.edu/spa/ Policies and Procedures Electronic Forms OMB Circulars: A-21, A-110, A-133 Rates SPA Website

  14. Questions?

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