Post-Award 101 - Sponsored Projects Administration - University of ...

Introduction toPost AwardResearch AdministrationPresented byKristin Lien, Kathy Krum,Julia Steinkopf, Jason Jacobs,Tonya Knutson

SPA and SFRSponsored Projects Administration (SPA)and Sponsored Financial Reporting(SFR) are two separate, central unitssupporting research at the U of MN

SPA and SFR (con’t)• SPA (Grant Administrator):– Reports up to the Vice President for Research– Pre award: Proposal submission, contractnegotiations– Post award: Award set up in EFS, no-costextensions, rebudgeting, subcontracts, agencyrequests• SFR (Grant Accountant):– Reports up to the Controller– Post award: Award set up in EFS, reporting &invoicing, ing payment application, collections, closeout

Areas within SFR• Federal:– Reporting/invoicing for DHHS, US Dept ofEducation, NSF, US Dept of Energy, FederalSubcontracts, t etc.• Non-Federal:– Reporting/invoicing for State of Minnesota,Business and Industry, Foundations, HealthOrganizations, etc.• Accounts Receivable (A/R)– Manages payment application, processes LOCdraws, collections, award refunds, close outs

What is SPA?• SPA is the University of Minnesotasystem-wide office authorized to submitresearch proposals and receive awardsfrom external sources on behalf of theBoard of Regents of the University ofMinnesota. SPA is also the fiduciary forthe U on grant-relatedrelated matters.

Areas within SPA

SPA responsibilitiesProposal Processing:• Assist faculty and/or departmental staff inpreparation of proposals• Review proposal materials for accuracy,completeness, and adherence to agency andUniversity policies and procedures• Obtain Institutional Signature and send tosponsor

SPA responsibilitiesAward Processing:• Review/recommend approval of contract & subcontractagreements received• Review terms and conditions, paying close attention toIntellectual Property Rights and Publishing Restrictions• Negotiate any corrections/changes with awarding agencies• Review and/or prepare any other documents that may berequired during the final award or negotiation process• Prepare documents for establishing award in financial system (Uof MN NOGA and EFS budget set-up entry)

SPA responsibilitiesGrant/Contract Administration:• Monitor & resolve problems that may result from any aspect ofsponsored research activities• Work with sponsoring agencies and/or internal University staff on issuesrelating to proposals and awards• Act as resource for faculty/staff regarding terms and conditions ofawards, U policies and other administrative matters• Act as liaison between een U faculty/staff and awarding a agencies• Review and process requests for no-cost extensions, rebudgeting, carryforward, effort reduction, change in scope and grant transfers• Prepare/negotiate subaward/subcontract agreements sent out by theUniversity• Process subaward/subcontract payments

Important Items• Proposal Deadlines: Standard 24 hourdeadline and 5 day G.Gov deadline• Read Request for Application/Proposalguidelines closely• Read Sponsored Agreement and U ofMN NOGA carefully• Do not miss deadline for no-costextension request

Look up the Grant Administrator(SPA)http://www.ospa.umn.edu/efs_sp/#trainingp p p gHow to look up the Grant Administrator/SFRAccountant

Look up the SFR Accountanthttp://www.ospa.umn.edu/efs_sp/#trainingp p p gHow to look up the Grant Administrator/SFRAccountant

Reporting/Invoicing• Billing and reporting triggered by PSevents• Interim-expenses are picked up basedon accounting date. Department is notconsulted.• Final (budget & project period)-lateexpenses are included using otherverification sources. Department isconsulted.

Budget Period Close• Some awards have the fiscal term of funds revertevery budget period. Unused or unspent fundscannot be carried over to the next budget period.• SFR accountant t will prepare a financial i invoice/reporti for the budget period. Department will be consulted.• SFR adjusts the budget and does an awardmodification indicating budget period close. Theaward is adjusted to the amount invoiced/reported.• Comments regarding budget period close will appearon the next generated NOGA.

Reporting/Invoicing• LOC (letter of credit) funds are drawn downvia the agency web site. Invoices are notcreated.• Our standard U of MN invoice is accepted bymost sponsors.• A copy of the invoice and/or report is e-mailedto the department accountant and PI.• Clinical trial budgets are increased whenpayments are received.

Cost share• SFR runs an award overview and/or a query to reviewcost share transactions.• Transactions are reported to the sponsor whenrequired as stated in the terms and conditions of theaward.• SFR only reports up to the required amount of costshare.

ARRA Reporting•Quarterly Reporting on approx 350 awards with 10 day submissiondate•Concentrated efforts on reporting elements that are new ordifferent•Jobs J b Created/Jobs Saved (pulled directly from PS)• Project/Quarterly Activities Description•Programmatic percent complete•Demographic e c information ato on certain Vendors•PI receives an email two weeks prior to quarter end to complete onlinesurvey•Timeliness is crucial•Once report is selected as final – No Revisions

Payment Application• All sponsored payments are sent to a separatebank account (aka…Lock Box)• Payment Predictor is run for checks received– When invoice # is identified and amountmatches then PS auto applies payment toinvoice• Any unidentified payments and electronicpayments are worked manually

Collections• Principal Collections Reps follow up onunpaid invoices greater than 60 dayspast due• Will contact PI if non payment is due tomissing technical deliverable• Refer to Accounts Receivable job aid forinstructions ti on looking up paymentstatus

Timing of sending awards to Closeouts• SFR accountant will verify the following information– The award has reached its end date– The final invoice and/or final report have beensubmitted– Budgets have been reduced to the finalinvoiced/reported amount– The department has indicated the award will notbe continuing– Department is responsible for removingoverdraft/unallowable expensese

Dept. Responsibilities for Closeouts• Fund Cost Share•F&A Redistribution

Close Outs• Closeout area within SFR will verify the followingprior to closing an award– invoices are paid– overdrafts and late charges are removed– encumbrances are closed– asset transfers are completed if necessary– cost share has been funded – this needs to becompleted when the project is over, not at the end ofthe year– F&A redistribution completed (RRC)

Important Items• SFR accountant will work with the PIand department accountant to obtainsignatures on financial forms• SFR is responsible for coordinating allsponsored project audits• Department is responsible formonitoring i rebudgeting restrictions titi

Resources• EFS Sponsored website:http://www.ospa.umn.edu/efs_sp/• How to Look Up Payment Status:http://www.ospa.umn.edu/efs_sp/sp/• How to Look Up a GA or SFR Accountant:http://www.ospa.umn.edu/efs_sp/documents/GALook-up.doc• Cost Share Funding/F&A Redistribution:ib tihttp://www.finsys.umn.edu/sfr/AnalysisTypepresentation.pdf• Sponsored Financial Reporting:http://www.finsys.umn.edu/sfr/sfrhome.html

SPA Resources• SPA website:http://www.ospa.umn.edu/index.html• SPA contacts:http://www.ospa.umn.edu/directory.html• PS friendly budget template:http://www.ospa.umn.edu/efs_sp/documents/PS-Friendlybudget.xls• Pre award requests:http://policy.umn.edu/Forms/upo/preaward_form1.html• Effort:http://www.ospa.umn.edu/effort/• ECRT:https://ecrt.eresearch.umn.edu/

SPA/SFR Contacts• Tonya Knutson, SFR, Federal Finance Manager, 612-624-7850, knuts055@umn.edu• Kerry Marsolek, SFR, Non-Federal Finance Manager,612-624-8053, kerry@umn.edu• Marjorie Nebo, SFR, Accounts Receivable FinanceManager, 612-624-6026, nebox001@umn.edu• Jason Jacobs, SPA, Principal Grant Administrator, 612-626-7718, j-jaco@umn.edu• SPA Grant Administrator by Academic Department:http://www.ospa.umn.edu/announcements/documents/DepartmentalandUnitAssignmentsNew15Nov10.pdf

Questions?