Award Appropriation 101:Dollars and Sense

Stephanie LogarasAssociate Grants Officer

Office for Sponsored Research

Andrew MarkGrants Assistant

Office for Sponsored Research

OSR Quarterly NetworkTuesday, May 7th

What types of awards do we receive?

• Awards

– Grants

– Cooperative Agreements

– Contracts

– Subawards

• Fixed Price & Cost-Reimbursable

• Unilateral vs. Bilateral

Award Received!

• Connect award to proposal record

– If no proposal record exists, one must be created

• Review and evaluate award terms and conditions

• Negotiation and revisions with sponsor (as applicable)

• OSR endorses award & obtains

counter-signature when necessary

Award Received – As Proposed

• Awarded as Proposed– Most straightforward scenario• No changes to funding amount, effort,

personnel, scope of work– Accurate proposal record expedites award set-up• Detailed internal budget• InfoEd PD record closeout• Confirm primary department is correct

Award Received – With Changes

• Budget Reduction

– Evaluate scope of work and effort

– Prorate or provide revised budget

– Consider subcontracts

– Communication with sponsor

(and prior approval) may be

required for certain changes

Redistributed Chart Strings

• Proposal Stage– Proposal Routing Form– If awarded, will this project require

multiple chart strings?

• Award Stage– Internal budgets provided to OSR– Include split & departments involved– Multiple subprojects take more time– Actively track on subprojects in other units

Pre-Appropriation Requirements

• Human subjects?– IRB approval

• Animal subjects?– ACUC approval

• FCOI?– If policy is applicable – FASIS COI Status is confirmed– Delays due to pending status

OSR Award Set-Up Process (New)

Project Account Summary (PAS)

• InfoEd NUFinancials PAS

• Summary of useful award information

• PI & department administrators should carefully review PAS and award notice– Important award terms and conditions– Reporting (technical, financial)

Sample PAS

Sample PAS

Sample PAS

Outyear Funding

• Tickler– Internal system for annual appropriation of awards

fully funded at outset– Data entry for all years pre-entered in Year 1 expedites

set-up– FDP/RTC auto-extensions– No award document included w/ PAS

• If applicable, check for current approvals/compliance

Outyear Funding

• Other Anticipated Funding– New document from the sponsor for anticipated,

additional funding

• Non-competing continuation

• Amendment

• Award modification

– Award document included with PAS

• If applicable, check for current approvals/compliance

OSR Award Set-Up Process (Outyear)

Outyear Considerations• Communicate with OSR regarding changes requiring prior

sponsor approval– Change in key personnel, effort (greater than 25%), scope of work

• Ongoing Compliance– IRB, ACUC, FCOI

• Unexpected delays in amendments– Consider prespending

• Carry-forward balance limitations• Unanticipated funding– Record must be created in InfoEd

OSR Roles and Responsibilities

• Grants Officer (GO)– Primary POC– Review & Negotiation– Information QA check

• Grants Assistant (GA)– Data Entry in InfoEd and NUFinancials– PAS and Award Mailings

• Info Team– System integrations– Data QA check

• Contracting Team – Review & Negotiation

Questions?

http://www.research.northwestern.edu/osr/support.html

Stephanie Logarass-logaras@northwestern.edu

Andrew Marka-mark@northwestern.edu