Chris Dillon, CVM Finance; Michelle Fagan-McGraw, VPM; Jason ...
Chris Dillon, CVM Finance; Michelle Fagan-McGraw, VPM; Jason ...
Chris Dillon, CVM Finance; Michelle Fagan-McGraw, VPM; Jason ...
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<strong>Chris</strong> <strong>Dillon</strong>, <strong>CVM</strong> <strong>Finance</strong>; <strong>Michelle</strong> <strong>Fagan</strong>-<strong>McGraw</strong>, <strong>VPM</strong>; <strong>Jason</strong> Jacobs, SPA<br />
02.15.2012
VERY IMPORTANT to read the RFA or RFP closely and follow all<br />
guidelines/instructions<br />
A proposal can be rejected if it exceeds the funding cap by $1.00<br />
A proposal can be rejected if the narrative exceeds the page limit by one<br />
paragraph<br />
Is there a plan in the proposal to monitor project performance at each<br />
foreign site?<br />
F&A (IDC) can vary by sponsor. The NIH caps IDC at 8% for foreign<br />
subawards under NIH Grants at U.S. Educational Institutions<br />
Does the RFA/RFP require matching and/or cost-sharing? The match/costshare<br />
must be documented in the proposal in a letter signed by PI and<br />
must be listed on the PRF signed by Dept Head and Dean
Budgeting for an International Activity:<br />
◦ General Program Costs<br />
◦ Faculty and Staff Salary Support (inclusive of university provided<br />
benefits costs)<br />
◦ Supplies/Services<br />
◦ Sourcing, Allowable Costs<br />
◦ Other Costs<br />
At this stage the budgeting process is the<br />
same as always!
◦ Travel<br />
◦ Determine how often travel will be needed?<br />
◦ Planning Meetings<br />
◦ Special Events<br />
◦ Sub-Award Monitoring<br />
◦ Unexpected Travel<br />
◦ Air transportation<br />
◦ Fly America Act<br />
◦ http://travel.umn.edu/flyamerica.php<br />
◦ Ticket classes and costing<br />
◦ Ground transportation<br />
◦ airport transport, taxi/car rental<br />
◦ Visas<br />
◦ Airport transfer costs
◦ Per Diem<br />
◦ International per diem rates:<br />
◦ http://aoprals.state.gov/web920/per_diem.asp<br />
◦ How will this be paid?<br />
◦ Is this a cash based community?<br />
◦ What countries currency is expected?<br />
◦ How will you get cash in-country?<br />
◦ Discount for meals provided at events or meeting<br />
◦ Lodging<br />
◦ International lodging rates:<br />
◦ http://aoprals.state.gov/web920/per_diem.asp<br />
◦ What is included in the quoted rate? Provided meals should be<br />
deducted from the daily per diem paid to faculty, staff, and<br />
participants.
•Cash procurement costs (Western Union)<br />
•Equipment transportation costs/customs fees<br />
•Cultural Insurance Service International (CISI) costs<br />
•Wire transfer fees<br />
•FEDEX invoices for payments to expats, third country nationals, and<br />
vendors<br />
•Determine costs for currency conversion using OANDA as basis<br />
•Expat costs such as Living Quarter Allowances, post pay, other HR costs<br />
•Translation and Interpretation costs<br />
•Visa costs (tourist vs business)
◦ Cultural norm costs vs. sponsored allowable costs<br />
◦ Opening and closing dinners<br />
◦ Teas, social events (alcohol)<br />
◦ Host gifts, honoraria, sitting fees, participant gifts<br />
◦ Supplies<br />
◦ What will you bring?<br />
◦ What will you purchase in-country?<br />
◦ Many items may not be readily available in the event locale.<br />
◦ Audio-Video Equipment<br />
◦ What does the venue provide?<br />
◦ What is the rental rate if needed?<br />
◦ Converts needed<br />
◦ International Project Specific<br />
• Unavoidable Changes<br />
• Per diem changes (after your budget is established)<br />
• Currency exchange rate fluctuation
Travel per diem payments for non-UMN participants<br />
◦ Pay after the fact or during a meeting/conference<br />
What are the cultural and financial sensitivities (cash vs check<br />
vs wire)?<br />
Purchase locally, import or traveler transported procurements<br />
Sourcing local prices versus tourist or foreign rates<br />
How will cash be handled or vendor setups in EFS required<br />
Discuss situations with sponsor
No direct deposit in non-US banks<br />
Reimbursing in local currency vs USD<br />
Language and time zone issues with 1-HELP for international<br />
post employees<br />
Ucard can not be issued remotely<br />
Some third party national employees need visas to visit UMN<br />
Moving costs, deployment costs, repatriation costs<br />
Registration of travel with GPS Alliance (expat, nationals, third<br />
country nationals, and US-based faculty and staff)
Talk with local staff on best place to keep cash (hotel safe,<br />
room safe, luggage, other)<br />
Give traveler an emergency calling tree for financial issues<br />
and security issues<br />
Develop plans and scenarios to help avoid payment and<br />
vendor disputes<br />
Make sure to get your faculty and staff to register with GPS<br />
Alliance and make sure they understand the CISI insurance<br />
coverage<br />
Discuss risks and liability with Departments and Colleges,<br />
determine how unallowable costs due to safety or loss will be<br />
paid
Prior to issuing a foreign subaward under a U of MN Grant, the foreign<br />
site must answer the question “has your organization been audited by a<br />
U.S. Government audit agency or by an independent CPA firm for the<br />
most recently completed Fiscal Year?” If “No”, the site will need to answer a financial<br />
questionnaire about their accounting practices and procedures<br />
The subaward will have to follow the terms of the prime award for:<br />
-Rebudgetting<br />
-prior approvals<br />
-no-cost extension<br />
-change in Key Personnel<br />
-allowable costs<br />
-change in scope<br />
The type of subaward whether fixed price or cost-reimbursable will also be governed<br />
by the prime award
Foreign Organizations may not have the resources to pay for expenses up<br />
front in the third world setting<br />
They lack the resources for payroll, supplies, transportation, etc.<br />
Advance payments are allowable by some sponsors<br />
USAID allows a one month advance on some of their projects. The<br />
advance allows the organization to cover payroll, supplies, transportation,<br />
etc.<br />
The NIH is cost-reimbursable and does not have an advance mechanism.<br />
One must invoice for the previous months expenses<br />
This is normally not an issue for established foreign institutions, but it<br />
comes up a lot with new organizations in the third world<br />
What currency is to be used? The U of MN writes all subaward<br />
agreements in US Dollars
Eastern Europe—what happened to the $$$$????<br />
<strong>Chris</strong> are you there? I am being held at the hotel and<br />
can’t leave or they will arrest me.<br />
So I have to carry this basket full of cash through the streets<br />
of Chiang Mai because you ran out or 1000 Baht notes?
http://www.ospa.umn.edu/<br />
http://www.grad.umn.edu/oii/workshops/Internationa<br />
lResearchCollaborations.html<br />
http://international.cfans.umn.edu/<br />
http://www.oanda.com/currency/converter/<br />
http://global.umn.edu/travelregistry/
<strong>Jason</strong> Jacobs<br />
Principal Grant Administrator<br />
Sponsored Projects Administration<br />
j-jaco@umn.edu<br />
(612) 626-7718<br />
<strong>Chris</strong> <strong>Dillon</strong><br />
Operations & <strong>Finance</strong> Administrator<br />
USAID RESPOND Project<br />
cdillon@umn.edu<br />
(612) 626-8019<br />
<strong>Michelle</strong> <strong>McGraw</strong><br />
Project Manager<br />
USAID RESPOND Project<br />
mcgra175@umn.edu<br />
(612)625-8728
©2009 Regents of the University of Minnesota. All rights reserved. The University of Minnesota is an equal opportunity educator and employer.<br />
This presentation is available in alternative formats upon request. Direct requests to genox003@umn.edu or 612.624.5599.