POST-AWARD Managing the Process April 20, 2011 Presented by: Amber Stadler, Business Manager,...
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POST-AWARD Managing the Process April 20, 2011 Presented by: Amber Stadler, Business Manager, Department of EEB Alexandra Thebaud, Contract and Grant Specialist,
POST-AWARD Managing the Process April 20, 2011 Presented by:
Amber Stadler, Business Manager, Department of EEB Alexandra
Thebaud, Contract and Grant Specialist, Department of Physics Peggy
Westrick, Senior Manager, College of LSA Research Office LSA
Research Administrators Information Network (RAIN) Day Four 1
Slide 2
Submitting proposals Department and PI Have a good Business
Process for managing Research Administration Start here Managing
the awards Keeping up with the rules Training staff Advocating for
faculty Being a good steward of funds Keeping my career on track
Being a good communicator Time management BIG PICTURE for
Department Research Admin. Setting expectations for faculty Service
plan, Renewals, Deadlines, Sponsor guidelines eRPM IRBs Deadlines
Resource commitments 7471s Appointments Purchasing Attending LSA
ResAG Sponsor sites DRDA-net Word of Mouth Spend time needed to
explain your expectations Locate resources needed Help make
proposals best that can be submitted Know A21 rules Cost Acctg.
Standards Take courses Know the RA track if you want to stay doing
research administration Shepherding proposals ( nagging) Talking
with HR manager about appointments Proposals, Renewals, final
reports, budgets, 7471s How many things can I juggle-be realistic
2
Slide 3
LSA RAIN-Managing the Post-Award Process 3 Two things I want to
officially bring to your attention before we go into todays
session: 1. Please check my name on the eRPM list for each first
7471 for new awards as you are loading them into eRPM. That way I
am notified that it is now in the system. The 7471 becomes the
historic view of the the changes made to the sponsor budgetmost
often dont get a new one from sponsor when changes are made. 2. At
proposal time and when an award is issued notify your IT folks for
computing over $5,000 and Facilities folks for equipment causing
the need for a renovation. Youll hear at the May RAIN session how
to use the Manage Unit Data pages for capturing this information.
Ive included a template email so you can notify your IT and
Facilities folks without allowing them into eRPM.
Slide 4
LSA RAIN-Managing the Post-Award Process Creating a Standard
Operating Procedure (Business Process) Help create steps for
building your own. Create eRed Folder in eRPMs Manage Unit Data
screens (will show you how in the May RAIN session) which includes
these categories: Activity Log, Sponsor Award Documents, Proposal,
Awarded Budget, Awarded Budget Justification, PAN and PACs, 7471,
FDPs, and A21 Sensitive items list, PAF, Important relevant emails.
This could resemble the paper version that Alex talked about last
time. 4 Amber
Slide 5
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Put Expenses where they belong (no parking follow the 7471s
categories) Using the Hardships and PreAward Spending tools ensures
that you wont need to Park! Moving expenditures is a red flag to
auditors. Sub-awards must have parent approval for hardship. 5
Amber
Slide 6
LSA RAIN-Managing the Post-Award Process eReconcileYouve been
spending whats next: Revenue vs. projected revenuemake sure your
funds have arrived! Budget is not revenue Budget is what was
promised and revenue if what was received. DOE or NSF Letter of
Credit How to see it on: SOAs, M-Reports, and PBSR (see handout)
Best Practice for eReconciling Keeping receiptsFollow your
departments best practice Keep Federal records for 7 years after
the close Keep receipts for A-21 sensitive items paid before end
date Tracking Salaries Concur/PcardsIt is easier to get them now
rather than from accounts payable when you need them. Reporting
monthlyhow to interact with faculty member
https://mreports.umich.edu/mReports/https://mreports.umich.edu/mReports/
- M-Reports
https://finprod.dsc.umich.edu/psp/finprodhttps://finprod.dsc.umich.edu/psp/finprod
- eReconciliation
https://businessobjects.umich.edu/https://businessobjects.umich.edu/
- Business Objects 6 Alex
Slide 7
LSA RAIN-Managing the Post-Award Process eReconcileYouve been
spending whats next: Faculty Monthly Report Power Point 7 Alex
Slide 8
LSA RAIN-Managing the Post-Award Process eReconcileYouve been
spending whats next: A21 revisited Journal Entry to move off or
reaccount Watch Research Salaries so you dont end up with a need
for the 120 day memo (dont park)If the Research salaries get an
account code that makes them A21 sensitive try to work with
Sponsored Funds to fix. 120 day memoit takes a month to get a
retroactive salary approval because your Project Grant Coordinator
has to approve it and then it goes to Bryan Van Sickle for
approval. Research supplies might show up as general suppliesget
them put on the right account code. 8 Alex
Slide 9
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Federal Demonstration Partnership (FDP) 1) Time Extensions,
2) Equipment Purchases not in budget, 3) Equipment Purchases in
last three months of Project Grant, 4) Renovations exceeding
$3,000, 5) PreAward Costs, and 6) Rebudgeting Which Project Reps
have FDP authority?
http://www.drda.umich.edu/policies/federal/fdp.html Participating
Federal Agencies National Science Foundation DRDA Project
Representative: David Plawchan, [email protected], 764-7237David
[email protected] Environmental Protection Agency DRDA
Project Representative: Amanda Coulter, [email protected],
936-1353Amanda [email protected] U. S. Department of Energy
DRDA Project Representative: Amanda Coulter, [email protected],
936-1353Amanda [email protected] National Institutes of
Health DRDA Project Representative: Terri Maxwell, [email protected]
764-7246Terri [email protected] Air Force Office of Scientific
Research DRDA Project Representative: Kathy DeWitt,
[email protected], 763-6438Kathy [email protected] U. S.
Department of Army DRDA Project Representative: Kathy DeWitt,
[email protected], 763-6438Kathy [email protected] Office of
Naval Research DRDA Project Representative: Kathy DeWitt,
[email protected] 763-6438Kathy [email protected] National
Aeronautics and Space Administration DRDA Project Representative:
Kathy DeWitt, [email protected] 763-6438Kathy [email protected]
U.S. Department of Agriculture DRDA Project Representative: Kathy
DeWitt, [email protected] 763-6438Kathy [email protected] 9
Amber
Slide 10
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Federal Demonstration Partnership (FDP) 1) Time
Extensionsaka. NCTXHow to get one. Rationale from PI When to get
one Create new budget and justification Get signatures on form from
PI and Chair Submit to DRDA Rep Sponsored funds will issue PAC
w/new end date Do new 7471 when you get PAC This if for first NCTX
requestcheck with DRDA Rep if an additional NCTX is needed (not
automatic). 10 Amber
Slide 11
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Federal Demonstration Partnership (FDP) 2) Equipment
Purchases not in budgetTo do it. Rationale from PI Create new
budget and justification Get signatures on form from PI and Chair
Submit to DRDA Rep Sponsored funds will issue PAC w/new Direct,
Indirect (changes IDC), and Total Do new 7471 when you get PAC 11
Amber
Slide 12
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Federal Demonstration Partnership (FDP) 3) Equipment
Purchases in last three months of Project Grant Hard to get
approved because it is rare to have a good rationale Examples of
good rationale would be grant is continuing or youve been granted a
NCTX Get signatures on form from PI and Chair Submit to DRDA Rep NO
PAC from Sponsored funds and NO NEW 7471 NEEDED. 12 Amber
Slide 13
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Federal Demonstration Partnership (FDP) 4) Renovations
exceeding $3,000 (if allowed in original grant from sponsor and
wanting to rebudget more funds into Reno) Dont submit form until
youve discussed with DRDA Project Rep as most sponsors dont allow
renovations. Get signatures on form from PI and Chair Submit to
DRDA Rep DRDA will issue PAC Do new 7471 when you get PAC 13
Amber
Slide 14
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Federal Demonstration Partnership (FDP) 5) PreAward Costs As
weve already discussed in the Hardship and PreAward spending
section if you need them ask (dont park expenses) Do Hardship Form
too Get signatures on both forms from PI and Chair Submit to DRDA
Rep Sponsored funds will issue Hardship PAN Do new 7471 when you
get Hardship PAN Watch funds carefully as youve just extended the
grant period but dont have additional $$$$$. It takes a couple days
to get the Project Grant to begin spending. 14 Amber
Slide 15
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Federal Demonstration Partnership (FDP) 6) Rebudgeting For
major categories that shift the scope of the project If DRDA does
not have FDP approval the PI must go to the sponsor for approval
for changes over 25% For changes less than 25% just change by using
a 7471 Sponsored funds will issue PAC w/new Direct, Indirect
(changes IDC), and Total Do new 7471 when you get PAC 15 Amber
Slide 16
LSA RAIN-Managing the Post-Award Process Managing the Project
Grant Projections Forecasting A 7471 helps keep spending in the
right categories and clarifies any budget changes A forecasting
tool helps you sort out unexpected spending and allows you to
forecast how it impacts the budget Use the forecasting tool to meet
with your faculty member so they have a better understanding of
whats happening 16 Alex
Slide 17
LSA RAIN-Managing the Post-Award Process Progress and Financial
Reports Using eRPM as a repository (Best practice for Research
Administrator to load into eRPM) If PI hasnt done the appropriate
reports the sponsor often wont give next years funds. UM is also at
risk of losing funding if PI is late with reports. 17 Alex
Slide 18
LSA RAIN-Managing the Post-Award Process M-Reports you know the
end date is approaching Make sure monthly expenses like gas, phone,
etc. are stopped from hitting the project grant. Project Ends RA
receives FSR two to three months after closing Final Status Report
(FSR)Closing out the project Research Administrator Reviews (A21
notice means you didnt do all the earlier steps) Make adjustment to
FSR if need be Faculty sign off Monitor for expenses hitting the
project grant until it is off the M-Reports 18 Alex
Slide 19
LSA RAIN Scenario PI met with his Research Administrator (RA)
January 1, 2011 to review his accounts. RA brought to his attention
that his NSF grant will run into deficit if he continued to pay for
his postdoc salary and fringe benefits. The PI noticed that he
hardly spent any funds on his NIH grant and would like to transfer
the postdoc appointment retroactive to July 1, 2010. The PI
mentioned by making this appointment change it will also free up
funds to purchase research supplies on his NSF grant. The RA found
out that the postdoc already effort certified. How should the RA
proceed? 19 Amber
Slide 20
LSA RAIN Scenario Answers 1.Depending on Department policy, the
simple answer is no, we do not retroactive appointments. 2.RA
inquires with PI: -Will the postdoc be working on the research
related to the NIH or NSF? -Depending on the PIs answer, the
postdoc can have a split appointment if he will be working on both
projects. If the postdoc will be changing projects and working on
the NIH grant then we need to request 120 day memo, etc. 3.Explain
to the PI: due to the 120 day rule we can only go back as far as
September 1, 2010 4.Need to request a 120 day memo (along with what
the HR submittal form would look like) and receive approval from
Fin Ops. Once approved then your HR rep will also need to inform
the postdoc that he has to recertify 20 Amber
Slide 21
LSA RAIN-Managing the Post-Award Process LINKS for reference
DRDA Website http://www.drda.umich.edu/http://www.drda.umich.edu/
Financial Operations website http://www.finops.umich.edu/programs
http://www.finops.umich.edu/programs LSA RA Toolkit
http://www.lsa.umich.edu/research/resources/admintoolkit
http://www.lsa.umich.edu/research/resources/admintoolkit Mreports
http://wolverineaccess.umich.edu/reporting_secondary.jsp
http://wolverineaccess.umich.edu/reporting_secondary.jsp eGIF
https://www-a1.lsa.umich.edu/eGif/https://www-a1.lsa.umich.edu/eGif/
21 Peggy
Slide 22
Query list 22 Business Objects ReportsM-Reports CMB Sponsored
Project Grant Reconciler w PBSRProject Grant Budget Status Report
with Drilldown features - Sponsored CMB Reporting Bdgt Ledger
NonSponsored Reconciler by PG Project Grant Budget Status Report
with Drilldown features Non Sponsored CMB Reporting Bdgt Ledger
NonSponsored Reconciler by FundDeptPrgm P/G Budget Status/Activity
CMB NonSponsored Reconciler by PG with Carryforward and Revenue
Spon Parent Summary PY01 Pay Payroll Estimates for Dept or Dept
GrpP/G Voucher Details CMB eReconciliation by Fund/Dept/Program CMB
eReconciliation by Project Grant