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Debra Murray, Georgetown University Tolise Miles, Children’s National Medical Center

Pre-Award and Post-Award Merging Forward for Success. Debra Murray, Georgetown University Tolise Miles, Children’s National Medical Center Clairice Lloyd, Georgetown University Medical Center. Pre-Award. Clairice Lloyd, CRA Senior Grants and Contracts Officer Office of Sponsored Research

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Debra Murray, Georgetown University Tolise Miles, Children’s National Medical Center

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  1. Pre-Award and Post-AwardMerging Forward for Success Debra Murray, Georgetown University Tolise Miles, Children’s National Medical Center Clairice Lloyd, Georgetown University Medical Center

  2. Pre-Award Clairice Lloyd, CRA Senior Grants and Contracts Officer Office of Sponsored Research Tolise Miles Senior Grants and Contracts Specialist Grants and Contacts Office

  3. Examine Pre-Award Procedures/Processes • Notification of Proposal Submission • Assistance and Guidance • Grant Office Requirements • Proposal Development • Who is preparing the proposal? • Has the preparer read the program announcement? • What assistance is available at this time? • Departmental/Central Administation

  4. Communication • Foster Relationships • Faculty • Research Administrator • Grants Officer • Customer Service • Be approachable and knowledgeable • Keeping the Lines Open • Email • Phone Call • Meeting

  5. Proposal Development Process • Areas of Concern • Requirements of PA, RFA, RFP (grant, contract, multiple PI) • Budget (salary, fringe, F&A, escalations, loaded costs, cost share, exclusions) • Budget Justification • Who is key personnel? Who is an investigator? • On campus, Cross campus, outside collaborations • International Collaborators • Inconsistencies between proposal documents • Conflict of interest and other compliance issues • Timeline

  6. Preparing and Submitting the Application • SF 424 • Proposal Central • NIH 398 Forms • Grants.gov • Contracts (FAR Clauses, Exceptions List) • Know Your Sponsor

  7. Just In Time • Other Support • IRB/Animal approvals • FCOI • General Disclosure • Study Specific Disclosure • CITI FCOI Training Certificates

  8. A FRAMEWORK FOR A SUCESSFUL PROPOSAL PROCESS • Stay Organized and Informed • Know the expectations from management, PI, etc. • Know The Requirements, Forms and Timelines • Understand Your PI • Expect the Unexpected • Pre-plan as much as possible • Update those that need to Know

  9. Award Administration • Does the award require negotiation? • Does the proposal or scope of work require revision? • Do you have the necessary compliance approvals? • Pre-award costs (at-risk accounts) • Next steps for PI • Hiring and salary changes • Equipment, Consultants, Subawards

  10. Post-Award Debra Murray Assistant Director, Sponsored Projects Compliance Sponsored Accounting Office Tolise Miles Grants and Contracts Specialist Grants and Contracts Office

  11. Overview of Financial Management • Compliance • OMB Circulars • Account Reconciliations • Subawards • Financial Reporting • Closeout • Audits

  12. Support Suite (online helpdesk): http://gufinancialaffairs.helpserve.com Listserv Signup http://eepurl.com/O48N

  13. COMPLIANCE • Federal Regulations • University Polices and Procedures • Regulatory, Ethics, Legal • Sponsor Regulations • State and Local Regulations

  14. OMB CIRCULARS • OMB A-21 (2-CFR 220) • Allowability Test • Allocable, Reasonable and Consistently Treated • J Section • Direct cost/Indirect Cost and Unallowable • Cost Transfers • Effort Reporting

  15. OMB CIRCULARS • OMB A-110 (2-CFR 215) • Financial Reporting • Cost Sharing • Property • Close-out • Record Retention

  16. OMB CIRCULARS • OMB A-133 • Internal Controls • Compliance Requirements • Findings • Corrective Actions

  17. RECONCILIATIONS • Monthly Review of Transactions • Allowability Test • Logs • Budget Variances • Review of Open Commitments • Review of Payroll • Review of Adjustments/Cost Transfers • Supporting Documentation

  18. SUBAWARDS • PI Authorization Statement • Payment Processing • Sub Monitoring

  19. FINANCIAL REPORTING • Review Award Financial Requirements and/or Restrictions • Allowability Test • Cumulative Review for Period of Performance • Final Signoff

  20. CLOSEOUT • PI Departure/Transfer • Sponsor Requirements • Within 6 Months of Award End Date • University Requirements & Procedures

  21. AUDITS • A-133 • OIG • Program • Financial • Internal • Other

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