Debra Murray, Georgetown University Tolise Miles, Children’s National Medical Center Clairice...

Debra Murray, Georgetown UniversityTolise Miles, Children’s National Medical Center

Clairice Lloyd, Georgetown University Medical Center

Pre-Award and Post-AwardMerging Forward for Success

Pre-AwardClairice Lloyd, CRA

Senior Grants and Contracts OfficerOffice of Sponsored Research

Tolise MilesSenior Grants and Contracts Specialist

Grants and Contacts Office

• Examine Pre-Award Procedures/Processes– Notification of Proposal Submission– Assistance and Guidance– Grant Office Requirements– Proposal Development• Who is preparing the proposal?• Has the preparer read the program announcement?• What assistance is available at this time?

– Departmental/Central Administation

• Communication– Foster Relationships

• Faculty• Research Administrator• Grants Officer

– Customer Service• Be approachable and knowledgeable

– Keeping the Lines Open• Email• Phone Call• Meeting

– Proposal Development Process • Areas of Concern

– Requirements of PA, RFA, RFP (grant, contract, multiple PI)– Budget (salary, fringe, F&A, escalations, loaded costs, cost

share, exclusions)– Budget Justification– Who is key personnel? Who is an investigator?– On campus, Cross campus, outside collaborations – International Collaborators – Inconsistencies between proposal documents– Conflict of interest and other compliance issues– Timeline

– Preparing and Submitting the Application • SF 424• Proposal Central • NIH 398 Forms • Grants.gov • Contracts (FAR Clauses, Exceptions List)• Know Your Sponsor

– Just In Time • Other Support • IRB/Animal approvals

– FCOI• General Disclosure• Study Specific Disclosure• CITI FCOI Training Certificates

A FRAMEWORK FOR A SUCESSFUL PROPOSAL PROCESS

• Stay Organized and Informed• Know the expectations from management, PI, etc.• Know The Requirements, Forms and Timelines • Understand Your PI • Expect the Unexpected • Pre-plan as much as possible • Update those that need to Know

• Award Administration – Does the award require negotiation?– Does the proposal or scope of work require

revision?– Do you have the necessary compliance approvals?– Pre-award costs (at-risk accounts)– Next steps for PI

• Hiring and salary changes • Equipment, Consultants, Subawards

Post-AwardDebra Murray

Assistant Director, Sponsored Projects Compliance

Sponsored Accounting Office

Tolise MilesGrants and Contracts Specialist

Grants and Contracts Office

Overview of Financial Management• Compliance• OMB Circulars• Account Reconciliations• Subawards• Financial Reporting• Closeout• Audits

Support Suite (online helpdesk): http://gufinancialaffairs.helpserve.com

Listserv Signuphttp://eepurl.com/O48N

COMPLIANCE• Federal Regulations• University Polices and Procedures–Regulatory, Ethics, Legal

• Sponsor Regulations• State and Local Regulations

OMB CIRCULARS

• OMB A-21 (2-CFR 220)–Allowability Test • Allocable, Reasonable and Consistently

Treated• J Section

–Direct cost/Indirect Cost and Unallowable–Cost Transfers– Effort Reporting

OMB CIRCULARS• OMB A-110 (2-CFR 215)– Financial Reporting–Cost Sharing–Property–Close-out–Record Retention

OMB CIRCULARS• OMB A-133 – Internal Controls–Compliance Requirements– Findings–Corrective Actions

RECONCILIATIONS• Monthly Review of Transactions–Allowability Test – Logs

• Budget Variances• Review of Open Commitments• Review of Payroll• Review of Adjustments/Cost Transfers• Supporting Documentation

SUBAWARDS• PI Authorization Statement• Payment Processing• Sub Monitoring

FINANCIAL REPORTING• Review Award Financial Requirements and/or

Restrictions• Allowability Test • Cumulative Review for Period of Performance• Final Signoff

CLOSEOUT• PI Departure/Transfer• Sponsor Requirements• Within 6 Months of Award End Date• University Requirements & Procedures

AUDITS• A-133 • OIG• Program • Financial• Internal • Other