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Advance Spending Requests – developing revised program. Lynelle A. Gehrke, Associate Director Office of Contract & Grant Administration Campus Cost Transfer & ECERT Focus Group Meeting June 13, 2013. Current Process. Advance Funding Approval subject to F irm funding commitment

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advance spending requests developing revised program

Advance Spending Requests – developing revised program

Lynelle A. Gehrke, Associate Director Office of Contract & Grant Administration

Campus Cost Transfer & ECERT Focus Group Meeting

June 13, 2013

current process
Current Process
  • Advance Funding Approval subject to
    • Firm funding commitment
    • Firm start date
    • Estimate of when the University might expect to receive the actual award for review, negotiation, if necessary, and formal acceptance
    • Provision of alternate non-federal unrestricted fund to absorb expenses if award is not ultimately issued by sponsor
  • Problems/challenges
    • Sponsor Grant/Contract Officers unwilling to commit to award; yet Program Officer advised PI that award was pending from sponsor
    • Current form requires too much information and is time consuming
      • Detailed financial breakdown of proposed costs by account and sub-account
      • Salaries, General Assistance, S&E, Equipment, Travel, Benefits, etc.
the current process in practice
The current process in practice
  • Extended time to gain approval for advance funding
    • Too many approvers
    • Requires sponsor Grants Officer confirmation who will not confirm until the award is issued (which is too late)
  • Other funds are charged to support expenditures that are occurring by PI’s
    • When award fund is set up, numerous transfers from those other funds to federal funds are processed raising red-flags and causing significant work
    • More prudent to set up fund/index for those lower risk circumstances so that expenditures are processed on the correct fund/index without transfers
    • We are aligning our process to the already sanctioned allowance by federal sponsors (FDP) to advance spend by 90 days.
proposed new process
Proposed new Process
  • Identify federal grants with low risk
  • Identify non-federal sponsors with low risk
  • Accept Program Officer confirmation of pending award
    • Program Officer is in most likely position to confirm award pending
    • Establish conditions that qualify the pending award as high risk
    • Continue the provision of alternate non-federal unrestricted fund to absorb expenses if award is not ultimately issued by sponsor
  • New form will only require essential information, making completion of form quicker/easier
  • Limit number of approvers/signatures based on level of risk
  • Publish new process/form on Blink
conditions that will not allow approval of advance spending request
Conditions that will not allow approval of advance spending request
  • Because the effective start date is not until the date of contract execution – primarily federal contracts
  • Where UC reserves the right to negotiate terms and conditions as a condition of submitting a proposal due to unacceptable terms
  • Problematic Sponsor
    • Award terms conflict with UC policies
    • Repeated protracted negotiations
    • Contracts with industry, and certain non-profit foundations
    • Sponsors known to withhold awards due to outstanding reporting obligations (financial, technical, property, etc.) on unrelated awards
plan and timeline
Plan and timeline
  • OCGA will complete draft
    • New form
    • New procedures
    • Publish guidelines and forms via Blink
  • Coordinate with OPAFS to align process with fund set-up
  • Pilot for a 6 month period
  • Evaluate pilot and adjust program
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