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Old Dominion University Research Foundation (ODURF). Overview of Sponsored Programs. The Research Foundation is…. A separate, private, not-for-profit corporation The fiscal and administrative agent for sponsored research and other projects conducted by ODU

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the research foundation is
The Research Foundation is…
  • A separate, private, not-for-profit corporation
  • The fiscal and administrative agent for sponsored research and other projects conducted by ODU
  • The authority to enter into sponsored agreements with external funding agencies on behalf of ODU
  • The administrative and fiscal services support of funded projects
things to remember
Things to Remember
  • ODURF applies for and administers all sponsored programs
  • Contact pre-award staff immediately upon deciding to submit a proposal (PreAward@odu.edu)
  • ODURF monitors grant and contract funds for compliance with all federal regulations, specific funding agency guidelines, and ODU and ODURF policies
  • ODURF has a wide range of services to assist the PI with proposal submission, award management, and project closeout
why does the research foundation monitor research
Why does the Research Foundation monitor research?
  • Protection of ODU, ODURF, and Principal Investigator
    • Monitoring of cost share commitments
    • Time and effort reporting
    • Subrecipient monitoring
  • Fiscal Responsibility and Oversight
    • Expenditure monitoring and compliance
  • Federal regulations
    • Increased scrutiny, regulations
  • Keep all interested parties out of the headlines by safeguarding the reputation of the Principal Investigator, ODU, and ODURF
fiscal compliance
Fiscal Compliance
  • U.S. Office and Management Budget
    • OMB A-21 – Cost Principles for Educational Institutions
    • OMB A-110 - Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations
    • OMB A-133 - Audits of States, Local Governments, and Non-Profit Organizations
  • Funding agency
    • Policy and procedures for oversight of awards
    • Special terms and conditions specific to award
  • ODU Policy
  • ODURF Policy
odurf pre award
ODURF Pre-Award
  • ODURF pre-award staff work closely with PIs to submit proposals on behalf of ODU and its researchers
    • All applications for sponsored projects are submitted through ODURF pre-award staff
    • Applications cannot be submitted by any other unit or individual in the name of the Research Foundation or ODU
roles and responsibilities
Roles and Responsibilities
  • Principal Investigator
    • Contact ODURF to begin the proposal development process (budget, internal forms, etc.)
    • Review sponsoring agency’s guidelines and deadlines
    • Prepare proposal compliant with agency guidelines
    • Discuss project with chair and dean
    • Coordinate for any Subrecipient and /or cost share arrangements
    • Approve and route proposal transmittal form (PTF)
    • Submit completed proposal to ODURF at least 5 business days before agency deadline
roles and responsibilities10
Roles and Responsibilities
  • Pre-award Grant and Contract Administrator
    • Review sponsoring agency’s guidelines and deadlines
    • Assist PI with budget and budget justification development
      • Salaries and Fringe Benefits
      • Facilities and Administrative (F&A) costs
      • Cost share budgets
      • Tuition scholarships
      • Single- and Multi-year budgets
      • Cost accounting compliance
    • Assist with completion of agency forms and application packages
    • Point of contact for coordinating proposal with subrecipients
    • Submit applications to sponsoring agency
facilities and administrative costs f a
Facilities and Administrative Costs (F&A)
  • Negotiated Indirect Cost Rate Agreement
    • Office of Naval Research
    • April 12, 2011 (good through 6/30/14)
  • ODU faculty posted fringe rate 30.00%
  • Current F&A Rates
    • 53% Research on-campus
    • 26% Research off-campus
    • Department of Defense
      • 60% on-campus
      • 35% off-campus
    • 43.7% Instruction on-campus
  • Sponsor F&A caps
facilities and administrative costs f a12
Facilities and Administrative Costs (F&A)
  • F&A is a real cost of performing work on a project
    • Facilities:
      • Building, utilities, equipment
      • Library – operations and materials
      • operation and maintenance expenses - janitorial, repairs, security, environmental safety, and insurance
    • Administrative:
      • General administration and expenses - President, financial management, general counsel, management information systems
      • Departmental administration - Deans, faculty administrative work, clerical staff, office supplies
      • Sponsored Programs Administration
      • Student Administration and Services
  • Recovered F&A is distributed to academic units to support research infrastructure
cost sharing
Cost Sharing
  • Mandatory
    • Required by the sponsor
    • Must be tracked and reported to sponsor
  • Voluntary commitment
    • is offered in the proposal
    • if offered and accepted, it becomes mandatory
    • Must be tracked and documented
electronic proposal transmittal form eptf
Electronic Proposal Transmittal Form (ePTF)
  • An internal electronic form that contains project information and is used to obtain approval of ODU commitment of resources
    • Time and effort of any ODU/ODURF personnel (salaries)
    • Use of university facilities and equipment
  • Electronic signature approval is required by the PI, Co-PI, chair(s), and dean(s)
  • Form can be accessed remotely through the internet: http://www.researchfoundation.odu.edu/forms/ptf.htm
  • ODURF is not authorized to submit a proposal without receiving a fully approved ePTF
  • Once completed and signed, the ePTF should be routed back to the Pre-award GCA in the ODURF office
why the 5 day guarantee
Why the 5 Day Guarantee?
  • Several near misses as a result of PIs waiting until the last minute to complete the proposal process
  • An increased number of proposals
  • Accommodates funding agencies’ processes and application complexities
  • Allows time for proposal development assistance
  • Allows time for sufficient review by college and department officials and ODURF officials
  • Guarantees PIs receive ODURF staff’s “best work”
  • Serves as a professional courtesy to colleagues also submitting proposals
when to contact odurf
When to contact ODURF
  • PI should contact ODURF immediately upon identifying a sponsor and program for proposal submission
    • Places PI in ODURF proposal queue
    • Assures ODURF pre-award staff will be available to provide support to the PI
    • Proposals received by ODURF five or more working days from deadline are guaranteed submission by the deadline
    • Proposals received by ODURF less than five working days of deadline will be completed, reviewed, approved, and submitted if and as resources permit
    • Proposals without firm deadlines will be submitted as soon as practical and prioritized in order of receipt
  • PI works simultaneously with both ODURF and grant writing staff to submit a well-prepared and compliant application
pre award grant contract administrators gca
Pre-Award Grant & Contract Administrators (GCA)
  • Jessica Harrison

Associate Manger

  • Stephanie Harris

Grant & Contract Administrator I

  • Nicole Swartz

Grant & Contract Administrator I

As soon you have identified a potential Sponsor & Announcement, email PreAward@odu.edu to be assigned a GCA to assist in your submission

sign up to meet us
Sign up to Meet Us
  • One-on-one meeting with pre-award GCA
    • Detailed overview of the proposal submission process
    • Answer any questions
    • Review funding agency guidelines, federal regulations, and program solicitations
    • Get familiar with ODURF staff and facility location
what happens once a proposal is awarded
What happens once aproposal is awarded?
  • ODURF notifies PI of the grant or contract award
  • Contract negotiation
  • ODURF is signing official on all contracts and awards
  • Project number is assigned and award processed
  • ODURF coordinates any budget revisions with PI
  • ODURF sends a copy of notice of grant award to PI
  • ODURF contacts PI to set up award orientation
additional post award services
Additional Post-Award Services
  • Human Resources
    • Insurance and risk management
    • Fringe benefit administration
    • Recruiting
    • Hiring
    • Personnel appointments
    • Employee relations
  • Account/Finance
    • Payroll
    • Purchasing
    • Fixed asset inventory control
    • Travel and reimbursements
    • Time and effort reporting
  • Facility Security Officer
    • Security clearances
    • Visit requests (classified contracts)
roles and responsibilities23
Roles and Responsibilities
  • Principal Investigator
    • Perform statement of work
    • Monitor grant activity
    • Ensure all costs are compliant with funding agency, federal regulations, and ODU and ODURF policies
    • Submit travel claims, payroll authorization forms (108), and other reimbursements in a timely manner
    • Monitor subrecipient expenses and approve invoices
    • Submits cost share documentation to ODURF in a timely manner
    • Certify time and effort reports
      • Payroll Authorization Reports (PARS)
roles and responsibilities24
Roles and Responsibilities
  • Post-award Grant and Contract Administrator
    • Negotiate awards
    • Approve and monitor expenditures
    • Budget revisions
    • Process cost transfers
    • Process Subrecipient paperwork
    • Liaison with funding agency
    • Process no-cost time extensions
    • Reconcile project issues
    • Maintain project compliance
post award grant contract administrators gca
Post-Award Grant & Contract Administrators (GCA)

Richard Brammer

Grant & Contract Administrator II

Bridgett Burman

Grant & Contract Administrator I

Becky Ellis

Grant & Contract Administrator I

Michelle Gooding, CRA

Grant & Contract Administrator I

Denise Henderson

Grant & Contract Administrator I

Sarah Jaeschke

Grant & Contract Administrator I

Kathy Powell

Grant & Contract Administrator I

Julie Tyler

Grant & Contract Administrator I

Lynne Whitfield, CRA

Grant & Contract Administrator II

thread of compliance
Thread of Compliance
  • Begins in Pre-award process
    • Agreement of certifications and representations
    • Accurate budget and budget justification
    • Review of all proposal files (cost share, personnel, facilities, IRB, etc.)
  • Continues in Post-award management
    • Monitoring of cost share commitments
    • Human subjects, animals, export controls
    • Time and effort reporting (PARs)
    • Subrecipient monitoring
    • Monitoring of project expenditures
  • Ends at project closeout
cost share tracking
Cost Share Tracking
  • Principal Investigator:
    • Assures cost share expenditures are charged to the appropriate match account
    • Submits cost share documentation to GCA
    • Assures all cost share obligations are meet by project termination date
reporting and deliverables
Reporting and Deliverables
  • Principal Investigator:
    • Responsible for the timely preparation and submission of all progress (technical) reports
    • Responsible for the timely submission of all project deliverables
  • ODURF:
    • Prepares and submits all grant specific quarterly, annual, and final financial status reports
    • ODURF will submit progress reports, if desired, on behalf of PI
award closeout
Award Closeout
  • Federal agencies usually require closeout of projects within 90 days of project termination date
    • Final expenses – before project end date
    • Final invoice
      • Final payment can be dependent on agency’s receipt of deliverables and progress reports
    • All deliverables (includes financial and technical reports)
    • Equipment, inventory, and intellectual property reports
things to remember30
Things to Remember
  • ODURF applies for and administers all sponsored programs
  • Contact pre-award staff immediately upon deciding to submit a proposal
  • ODURF monitors grant and contract funds for compliance with all federal regulations, specific funding agency guidelines, and ODU and ODURF policies
  • ODURF is the authorized signing official on all sponsored projects
  • ODURF has a wide range of services to assist the PI with proposal submission, award management, and project closeout
slide31

If you have questions or need additional information,

please contact us:

Old Dominion University Research Foundation

4111 Monarch Way, Suite 204

Norfolk, VA 23508

Office: (757) 683-4293

Fax: (757) 683-5290