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Cradle to grave workshop Post Award. June 9, 2014 Katherine Newkirk, Research Service Manager, Division of Infectious Diseases. The Post Award Process. The Notice of Grant Award (NGA) Post award begins! Distribute the Budget in SAP

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cradle to grave workshop post award

Cradle to grave workshop Post Award

June 9, 2014

Katherine Newkirk,

Research Service Manager, Division of Infectious Diseases

the post award process
The Post Award Process
  • The Notice of Grant Award (NGA)
    • Post award begins!
  • Distribute the Budget in SAP
  • Subaward Set-up (if included in award)
  • Adding Salaries via Eforms
  • Account Reconciliation
    • Best Practices
  • Progress Reports
distributing the budget handout
Distributing the Budget (Handout)
  • Use a template to assign dollars amounts to the Sponsored Class Categories
    • Reduce Data Entry Errors
    • Save a Record of Entry
  • Things to Remember in GM Budget Create
    • Your Credit and Debit amounts must always equal
    • Enter in amounts in the today’s current FY, not necessarily the FY that the budget covers
    • Include Revenue Sponsored Class if transferring amounts to more than one IO within a grant.
subawards set up
Subawards Set-up
  • ORA Subcontract Office will email you and ask to complete the following to generate a Sub agreement
    • Subaward Info Sheet (Handout)
    • Statement of Work, which includes deliverables table
    • Significant Financial Interest (SFI) Form for Subs
    • IRB/IACUC Approval letters (if applicable)
  • ORA Subs will then send the partially executed agreement to the Subrecipient
  • The agreement is not executed until the Subrecipient signs & returns the agreement to ORA Subs for 96*IO creation

Subaward set-up takes time, this should always be a priority after the NGA is issued!

subrecipient monitoring
Subrecipient Monitoring
  • Fast Facts for July 1st Changes
  • Track your Subrecipient Invoices & Remaining Balance
account reconciliation overview
Account Reconciliation - Overview
  • Needs to be completed on all sponsored IOs within 60 days of month end to be considered timely
  • Run BW Reports to get your account detail for review
  • Create a Review Sheet to document any unallowable expenses for transfer
  • PIs must sign off

Doesn’t count without documentation!

best practices
Best Practices
  • Work closely with SPSS, and especially your specialist on workflow.
  • Constant review of funds.
  • Communicate with PI’s! Often small conversations and side comments will be revealing
  • Timely processing of any accounting items

Great post-award practices will make reporting effortless!

importance of organization
Importance of Organization
  • Attention to Detail
    • Avoid Errors
    • Work “Smarter not Harder”
    • Improve Performance
  • Teamwork
    • Increases Efficiency
    • Raises Self-Esteem
    • Promotes Creativity
    • Creates Unity
    • Increases Communication
shadow systems
Shadow Systems
  • Excel, Excel, Excel
  • Adobe Forms
  • Chart of Accounts
  • Salary Distribution
  • Subrecipient A/P
  • Projection Worksheets
  • Reconciliation
  • Progress Reports
progress reports overview
Progress Reports - Overview
  • Yearly reporting that updates the sponsor as to the status of the project
    • Science – PI Responsibility
    • Admin/Finance – RSA Responsibility
  • PIs/RSAs work in tandem the same way they do in preaward.
  • Completed electronically via eRA Commons as RPPR
progress reports pi components
Progress Reports – PI Components
  • Accomplishments
    • Separate 2 pg pdf
  • Plans for next Reporting Period
  • Publications
    • PI must use MyNCBI
  • Other Support Pages for Key Personnel (Handout)
  • Anticipated Challenges or Delays/Significant Changes
  • Inclusion Enrollment Report/IRB and IACUC approvals
  • Carryover Balance
    • Must explain if over 25%
progress reports rsa components
Progress Reports – RSA Components
  • Assembling PI Components into the RPPR
  • Assign Admin & Signing Officials
  • Participants
    • Add all personnel over 1 cal month (8% effort)
    • PI included regardless of effort
  • Budget, if applicable
  • Route to your Signing Official for direct submission

You must also complete a Coeus PD

  • Katherine Newkirk,
    • Research Service Manager, Divof Infectious Diseases