Post-Award Grant Administration

Presented by: Sponsored Program AccountingUpdated: Fiscal Year 2014

Overview

• Functions of Sponsored Program Accounting

•Life Cycle of a Grant (Post-Award)

• Proactive Approach to Managing Grants & Contracts

•Questions and Answers

• Post-award administration of grants and contracts (5XXXXX)

• Gift Accounts (2XXXXX), Research Stim (103XXX), & 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

• 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

Life Cycle of a Grant

Stages in Grant Administration (Post-Award)

AU Set Up – Post Award

• Ensure ORS has an executed copy of the notice of award• Prepare the post-award

budget with ORS

• 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

SPAPI & Department

SPA

AU Set Up – Pre Award

PI & Department • 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

• Review AAAF & AU set-up

• Review correspondence from sponsor

• Monitor spending levels

• Extension of 90 day guarantee period

• Update AU attributes once award received

•Basic Costs Considerations

• Allowable

• Allocable – assignable, direct benefit

• Reasonable – prudent person test

• Consistent – direct vs. indirect expense

Expenditure Processing

• 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

• Timely submission of cost share supporting documentation, where applicable

• Review payroll forms and process retroactive adjustments

• Review non-salary expenses

• Email monthly reports

• Process cost transfers & re-budgets

Expenditure Processing

SPAPI & Department

Billing and Collection

SPAPI & Department • Review charges monthly to

avoid incorrect billing

• Completion of required progress/scientific reports

• Preparation of invoices for clinical trials

• 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

• 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

• 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

AU Close-Out

SPAPI & Department

• Completion of scientific and technical reports, invention statements and other programmatic reports

• Preparation of carryover request (if approval required)• Carryover Letter• Carryover Budget

• Preparation of ALL financial reports• Federal Financial Report (FFR)

• Award-specific• Quarterly cash reconciliation

• Report of Expenditures

• Audit Requirements• Program-specific• A-133 audit

Reporting Requirements

SPAPI & Department

Proactive Approach to Managing Grants

• 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

SPA Website

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

Questions?