Key Abbreviations OSP – Office of Sponsored Programs GFC – Grants Financial Coordinator

1. Key Abbreviations OSP – Office of Sponsored Programs GFC – Grants Financial Coordinator PIF – Proposal Information Form DAF – Department Approval Form BAF – Budget Approval Form SO – Signing Official NOA – Notice of Award P:\Clinical Research\SPONSORED PROGRAMS\OSP STAFF ONLY\FLOW CHARTS POWER POINT\Flow Charts\Grant Process General.ppt

2. CHOA PRE-AWARD PROCESS CHOA OSP PI/PD When a grant has been identified, submit the PIF, CPT codes and Schedule of Events to OSP OSP receives PIF and creates grant file OSP provides patient care pricing info Notify IRB Prepare and Route DAF Complete apps/forms OSP assists w/ application Start budget preparation OSP retains DAF for budget review Submit approved DAF to OSP Complete budget, submit BAF and budget to OSP for approval and review OSP reviews & obtains CHOA SO approval Is CHOA the prime? No Yes CHOA provides required materials to sponsor Application submitted by OSP to sponsor OSP negotiates, develops/receives contract & submits to legal for review/approval Sponsor issues NOA (as submitted) Sponsor issues NOA (Budget Revised) Legal issues approval to execute contract (authorization to proceed – NOA) Submit revised budget to OSP • opens grant account (Activity) • issues internal Notice of Award • coordinates grants management • process with PI/PD Scan all documents and save on shared drive in Grants and Contracts folder P:\Clinical Research\SPONSORED PROGRAMS\OSP STAFF ONLY\FLOW CHARTS POWER POINT\Flow Charts\Grant Process General.ppt *Awards for Hughes Spalding must be awarded to Children’s and sub’d to HS

3. CHILDREN’S GRANTS ACCOUNTING PROCESS Children’s Grants Accounting PI/PD Receives internal NOA and set up CHOA grant account notebook Coordinator receives NOA and copy of sub contract GFC creates Patient Invoices and sends to coordinators Coordinator will meet with GFC to go over registration, flagging patients in EPIC patient tracking system and patient care Billing. Enrollment starts If applicable, GFC receives invoices from Pharmacy and Research Lab and sends to coordinators Begin Spending to Children’s Grant Account / Activity GFC receives approval from coordinators for expenses from Pharmacy, Processing Lab, Patient Care and other vendors. GFC expenses the study /activity # via a Finance label then sends to Corp. Finance for processing GFC Invoices Sponsor for Children’s expenses GFC copies coordinator on deposits, GFC notifies coordinator of amount available for salary re-classes GFC receives and processes Payments to Children’s Grant Activity GFC receives and processes Payments to Children’s Grant Activity GFC receives Monthly Financial Reports to reconcile and make corrections and/or adjustments GFC receives Monthly Financial Reports to reconcile and make corrections and/or adjustments Complete salary re-classes as needed Send to payroll and copy Manager, OSP GFC will ensure all expenses are paid and all revenue has been received and Grant Activity has a zero balance GFC will ensure all expenses are paid and all revenue has been received and Grant Activity has a zero balance When study is complete notify GFC When study is complete notify GFC P:\Clinical Research\SPONSORED PROGRAMS\OSP STAFF ONLY\FLOW CHARTS POWER POINT\Flow Charts\Grant Process General.ppt GFC closes out CHOA Grant Account