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The Life Cycle

Award Management at UAF Maggie Griscavage, CRA, GWCCM Director Office of Grants and Contracts Administration fygrcon@uaf.edu 907-474-7301. Award Receipt. Proposal Submit. Close-out. The Life Cycle. Proposal Review. Reporting. (Associated Processes). Management. Negotiation.

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The Life Cycle

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  1. Award Management at UAF Maggie Griscavage, CRA, GWCCMDirectorOffice of Grants and Contracts Administrationfygrcon@uaf.edu907-474-7301

  2. Award Receipt Proposal Submit Close-out The Life Cycle Proposal Review Reporting (Associated Processes) Management Negotiation Start-up Acceptance Financial Setup

  3. Award documents • Notification of “Intent to Award” is not an actual award • All award letters should go directly to OGCA – PI and unit do not have authority to accept awards for UAF • Awards arrive via email attachment, via portal access download, courier and by regular mail

  4. How to read your award When you get a copy of the award, look for: • Start and end dates • Amount awarded (all, or incremental?) • Special requirements (IRB, IACUC) • Intellectual property requirements • Report dates • Your technical/program officer contact info • Final required deliverables

  5. Banner Finance - Grant Ledgers Banner is the official financial “record” of the University. As such, the financial status of an account is reviewed regularly. • Banner’s unique identifiers start with “G”. Funds start with Subsidiary ledger accounts identified by “3,” or “5” for capital funds. • Fund accounts are used to record the University’s revenues and expenses by use of account codes. • Account codes are the means of categorizing transactions among the various revenue and expense accounts.

  6. Account code identifiers Salaries, wages Benefits Travel accounts Contractual Services (includes subawards) Commodities Equipment Student Aid F&A Miscellaneous (usually only used for Assumptions) Revenue accounts- selectively set up to identify source of funding

  7. PI responsibilities • Buy equipment early on (best if no later than 60 days prior to end of award) • Make sure salaries are set up as soon as you start work on your project • If you have a subaward, review their invoices and sign off within a reasonable time (make sure they are delivering their reports, too) • Get your travel approvals on-time, and submit expense report within 15 days

  8. Effort Certification • UA has a trimester system (brand new!) • Spring, Summer and Fall certifications • Interim reports will be available via your departmental admins • End of semester certifications will be due within 10 days of receipt • Certify as-is, or make those variance changes to the percentages reported at that time

  9. Points of Note… • Keep lab books correctly; they can back you up if any IP claims are filed or effort is questioned • Keep an eye on report dates, end dates, budget data • Contacts are usually: • Program officers/managers - handle technical matters • Grant specialists - handle contract/financial matters

  10. Watch your expenses • Review your ‘burn’ rate frequently – monthly is good • Watch your line-item budget amounts – we can change those easily to accommodate your research needs – after all, your original budget was a good guess • If your percent of effort changes significantly, make sure your department admins change where your pay is being drawn from

  11. Scope creep • If you find your budget is getting out of line, it’s possible that your scope is too! • Where are your costs actually being expensed? • It’s OK to find your scope is moving, but it’s a sin to not let OGCA know so we can get agency approval • Budget changes greater than 10% usually need agency approval

  12. Compliance • Be mindful of security issues - if you intend to apply for sensitive research be aware that it is time-consuming just to play by the rules • International Traffic in Arms Regulations (ITAR) – check the award to see if it applies • Remember, if you take a laptop/smart device out of the country with you – you may be in violation of ITAR

  13. Remaining compliant Requires Agency Approval: • Change of PI or key personnel • Change in scope • Absence of PI or project director for more than three months, or a reduction in effort of greater than 25% of that promised • Second no-cost extensions (may be 1st, too) • Moving money out of Participant Support (some agencies)

  14. Closeout • Remove personnel from the award • Get final invoices from subawardees, get them paid so expense is incurred • Notify warehouse, copy pool, telephone people that your grant has ended • Verify that match, if required, is fully accounted for (incl. letters from 3rd party) • Report any IP to the Intellectual Property office

  15. Closeout – continued… • Send in your technical reports on time. (Equipment and Patent reports are done by OGCA, after checking with you and OIPC) • Don’t stockpile supplies – residual inventory • Work with your department to close any open purchase orders • Make sure your technical report arrived • Keep records for minimum 3 years (give your department a copy!)

  16. Resources • Office of Grants and Contracts Administration • www.uaf.edu/grcon/ • Office of Sponsored Programs • www.uaf.edu/osp/ • Office of Research Integrity • www.uaf.edu/ori/ • Office of Intellectual Property & Commercialization • www.uaf.edu/ott

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