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Sponsored Programs: Award Process Overview

My Proposal Was Funded….Now What?. Sponsored Programs: Award Process Overview. Presented by: David Paul Mary Vicuna-Howe. Overview. Introduction to OSP PI’s Role Regulations Financial Management Financial Assistance vs. Procurement. Basic Cost Principles Account Set-up

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Sponsored Programs: Award Process Overview

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  1. My Proposal Was Funded….Now What? Sponsored Programs: Award Process Overview Presented by: David Paul Mary Vicuna-Howe

  2. Overview • Introduction to OSP • PI’s Role • Regulations • Financial Management • Financial Assistance vs. Procurement • Basic Cost Principles • Account Set-up • Incurring Expenses • Invoicing/Reporting • Financial Monitoring • Time & Effort • Audits • Closeouts

  3. Sponsored Programs Cradle to Grave operations for Externally funded grants/contracts Compliance & Regulation Support Research CUSTOMER FOCUS

  4. PI Role Manage Technical aspects Fulfill SOW objectives and timelines Identify compliance requirements Fiduciary responsibility Coordinate with OSP We can assist in many of these areas We stay in contact with Sponsor

  5. Regulations • OMB A-21 (Cost Principles) • OMB A-110 (Administrative Guidelines) • Federal Acquisition Regulation (FAR) Contracts • OMB A-133 (Audit) • State • University • Sponsor Specific Regulations

  6. FINANCIAL MANAGEMENT

  7. Basic Cost Principles (A-21) Allowable Allocable Reasonable Consistent

  8. Account Set-Up Getting an Account Established • Receive award • SRA reviews budget • Enter into financial system Timeline: 2-3 days Notification from SRA Start Spending

  9. Incurring Expenses How do I start spending on my account? • Salaries: Prepare PAF forms • Travel: Reimbursed through a TD (travel document) • Supplies (Operations): Get a P-Card at • http://purchasing.unlv.edu/pcard/forms_instructions.html • Sub-awards: Process a PV (payment voucher) when invoices are received • Equipment: Utilize MUNIS to enter requisitions Things to consider: • Expenditures should be line with your budget categories • Expenditures must be incurred within the project period • Your expenses should not exceed your budget

  10. Invoicing & Reporting Invoicing OSP prepares the invoices Various types of invoices • Cost-Reimbursement vs. Fixed-Price • Scheduled invoices • Invoice based on deliverables Frequency depends on award terms Balance Activity Reports (BAR’s) are used to help prepare invoices Reporting Financial and Technical Financial reports are prepared by OSP Technical reports are prepared by the PI Frequency depends on award terms

  11. Financial Monitoring PI’s should monitor their accounts on a regular basis Get access to your accounts on the data warehouse: https://sysapps.unlv.edu/SecurityWebForms/SysAppsPageFrame.htm Review for errors and make adjustments in a timely manner Contact your Sr. Accountant if you require a budget adjustment or need to do a cost transfer OSP reviews monthly activity for invoicing purposes and for outstanding payments ** Both expenses and payments can be reviewed in the data warehouse.

  12. Time & Effort Federal Requirement: OMB Circular A-21 Effort Reports are subject to Audit Reports are ‘After-the-Fact’ confirmation of how an employee spent their time Generated on a quarterly basis and initially based on payroll information Review and make changes if necessary PI or someone with ‘first-hand’ knowledge must sign Total effort must equal 100% **Return signed reports to Angie Keune at MS 1055

  13. Audits Various types of Audits • External: University is subject to A-133 Audit • Internal: NSHE and Campus Audit • Sponsor: (NSF, NIH, State of NV, etc.) Methods of Audit • On-Site • Desk Review Scope of Audit • Programmatic • Financial • Both Document Retention for Audits • Important to keep back-up and documentation • Many awards are auditable up to 3 years after the date of submission of the final report ** Please notify us if you are contacted regarding an audit of your award!

  14. Closeouts Financial Reports • Make sure account reconciled Technical Reports Patent Reports Equipment Reports Sub-recipient Reports Still Obligations

  15. Financial Assistance vs. Procurement • Financial Assistance • Grants and Cooperative Agreements • Public Benefit • Scientific autonomy – Grants • Significant input - Cooperative Agreements • Flexibility available • Procurement • Contracts and Agreements • Specific benefit to sponsor • Strict SOW with no deviation unless approved via modification • Very strict

  16. Closing Remarks Resources • Website • Accountant Please Call!! That’s Why we’re here PI Role • Technical Obligations • Deliverables • Financial Monitoring

  17. Questions?

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